NYTD TB #5: Cohort Management and Sampling

Technical Bulletin #5
National Youth in Transition Database
(NYTD) Cohort Management and Sampling
Issued: July 2, 2012

Technical Bulletin #5: NYTD Cohort Management and Sampling

TABLE OF CONTENTS
1 

2 

3 

4 

INTRODUCTION ............................................................................................... 3 
1.1 

Purpose of the Technical Bulletin ............................................................... 3 

1.2 

Overview of the Technical Bulletin ............................................................. 3 

1.3 

NYTD Background ................................................................................... 3 

DEFINING THE COHORT OF YOUTH IN THE NYTD FOLLOW-UP POPULATION ... 4 
2.1 

Overview of the NYTD outcomes data collection schedule ............................. 4 

2.2 

Identifying the cohort of youth in the NYTD follow-up population ................... 4 

2.2.1 

Identifying the age 19 NYTD follow-up population........................................ 5 

2.2.2 

Identifying the age 21 NYTD follow-up population........................................ 6 

FINALIZING THE COHORT OF YOUTH IN THE NYTD FOLLOW-UP POPULATION 7 
3.1 

Overview of the cohort finalization process ................................................. 7 

3.2 

Finalizing the age 19 follow-up population for States that do not opt to sample 8 

3.3 

Finalizing the age 19 follow-up population for States that opt to sample ......... 8 

3.4 

Finalizing the age 21 follow-up population .................................................. 8 

SAMPLING THE NYTD FOLLOW-UP POPULATION ............................................ 10 
4.1 

General information about the sampling option and sampling frame ............. 10 

4.2 

Requesting to sample ............................................................................ 10 

4.3 

Drawing and managing the sample.......................................................... 11 

APPENDIX A: EXAMPLES OF YOUTH RECORDS INCLUDED AND NOT INCLUDED IN
THE AGE 19 AND AGE 21 FOLLOW-UP POPULATIONS ........................................... 12 
APPENDIX B. COHORT SELECTION FLOWCHART (AGE 19 AND 21 FOLLOW-UP
POPULATIONS) .................................................................................................... 18  
APPENDIX C: SUMMARY OF KEY DATES RELATED TO COHORT MANAGEMENT ...... 20 

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Technical Bulletin #5: NYTD Cohort Management and Sampling

1

INTRODUCTION

1.1

Purpose of the Technical Bulletin

The purpose of this Technical Bulletin is to describe how the Administration for Children and
Families (ACF) will identify and finalize each cohort of youth in the NYTD follow-up
population (or follow-up population sample for those States that opt to sample) for the
purposes of assessing States’ compliance with NYTD data collection and reporting
requirements. This technical bulletin also specifies how States may opt to sample the
baseline population for the purposes of collecting information on the follow-up population,
including deadlines for making such requests. Please note that this bulletin does not change
or replace any existing compliance standard already described in regulation at 45 CFR
1356.85 or Technical Bulletin 2: NYTD Compliance Standards found at
http://www.acf.hhs.gov/programs/cb/systems/nytd/technical_bulletins.htm).
For questions about this technical bulletin, please contact [email protected].
1.2

Overview of the Technical Bulletin

General information on the NYTD cohort data collection schedule is provided in Section 2 of
this document, including a description of the criteria ACF will use to identify the cohort of
youth in a State’s follow-up population. Section 3 describes the process and timelines ACF
will use to finalize and manage each follow-up population cohort. Finally, Section 4
describes how and when States may opt to sample the baseline population for the purposes
of collecting information on the follow-up population.
1.3

NYTD Background

Public Law 106-169 established the John H. Chafee Foster Care Independence Program
(CFCIP) at section 477 of the Social Security Act, providing States with flexible funding to
carry out programs that assist youth in making the transition from foster care to selfsufficiency. The law requires ACF to develop a data collection system to track the
independent living services States provide to youth and develop outcome measures that
may be used to assess States' performance in operating their independent living programs.
The law also requires ACF to develop reporting requirements and impose a penalty of
between 1 and 5 percent of the State’s annual allotment under CFCIP for noncompliance
with these requirements.
To meet the law's mandate, ACF published a proposed rule in the Federal Register on July
14, 2006, and a final rule on February 26, 2008. The rule, codified into Federal regulation
at 45 CFR 1356.80 (http://edocket.access.gpo.gov/2008/pdf/E8-3050.pdf.), establishes the
National Youth in Transition Database (NYTD) and requires that States engage in two data
collection activities. First, States must collect information on youth and the independent
living services they receive that are paid for or provided by State agencies that administer
the CFCIP. Second, States must collect outcome information on certain youth in foster care
and must follow these youth over time to collect additional outcome information. The
regulation also outlines the compliance standards a State’s NYTD data file must meet,
including the penalties that may be imposed on States based on the area and degree of
noncompliance. States were required to begin collecting NYTD data on October 1, 2010,
(Federal fiscal year (FFY) 2011) and must report data to ACF semiannually thereafter.

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Technical Bulletin #5: NYTD Cohort Management and Sampling

2

DEFINING THE COHORT OF YOUTH IN THE NYTD FOLLOW-UP
POPULATION

2.1

Overview of the NYTD outcomes data collection schedule

As specified in 45 CFR 1356.81, States are required to collect outcomes data on youth in
two reporting populations, the baseline population and the follow-up population. The
baseline population includes all youth in foster care who reach their 17th birthdays in FFY
2011 or in every third fiscal year following FFY 2011. The follow-up population includes
youth who turn age 19 or 21 and who participated in survey data collection as part of the
baseline population. Generally, we can refer to youth in the baseline and follow-up
populations as a “cohort” as States are required to survey a specific set of youth over time
at ages 17, 19 and 21. Figure 1 below illustrates this data collection schedule for the first
ten years of NYTD outcomes data collection, FFY 2011 through FFY 2020.
Figure 1. NYTD outcomes data collection schedule, FFY 2011 – 2020
Reporting
population

Baseline
population
(age 17)
Follow-up
population
(age 19)
Follow-up
population
(age 21)

2.2

FFY11

FFY12

FFY13

Cohort
1

FFY14

FFY15

FFY16

Cohort
2

FFY17

FFY18

FFY19

Cohort
3

Cohort
1

Cohort
4

Cohort
2

Cohort
1

FFY20

Cohort
3

Cohort
2

Identifying the cohort of youth in the NYTD follow-up population

While we refer to youth in the baseline population and corresponding follow-up population
as a “cohort”, it is important to note that not every youth in the baseline population will
become a member of a State’s follow-up population. A youth’s membership in the NYTD
follow-up population at age 19 depends on whether a youth had participated in baseline
outcomes data collection at age 17 as described in 45 CFR 1356.82(a)(2). Consequently,
the follow-up population is a subset of the baseline population. A youth who participated in
the data collection at age 17, but not at age 19 for a reason other than being deceased or
because the youth was not in the State’s sample remains a part of the follow-up population
at age 21 (73 FR 10342). The age 21 follow-up population is also a subset of the age 19
follow-up population. Sections 2.2.1 and 2.2.2 describe both follow-up population cohorts
and how NYTD system tools will be used to identify and manage the records of youth who
will become members of the follow-up population at ages 19 and 21. See Section 3.1 for
more information on how cohorts of youth in the NYTD follow-up population will be finalized
and managed by ACF for the purposes of assessing States’ compliance with NYTD data
collection and reporting requirements.
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Technical Bulletin #5: NYTD Cohort Management and Sampling

2.2.1 Identifying the age 19 NYTD follow-up population
The NYTD regulation explains that a youth has “participated” in outcomes data collection if
the State agency reports to ACF a valid response (i.e., a response option other than
‘‘declined’’ and ‘‘not applicable’’) to any of the outcomes-related elements described in 45
CFR 1356.83(g)(37) through (g)(58). Further, as we clarified in NYTD Q&A #1.17 and 1.45,
there are two additional issues that impact a baseline population youth’s inclusion in the
NYTD follow-up population: the timing of the youth’s participation in the baseline survey
and the youth’s foster care status at the time of participation. Only youth who provide
outcomes information (as defined above) within 45 days after his/her 17th birthday are
considered to have "participated" in outcomes data collection as part of the baseline
population (45 CFR 1356.82(a)(2)(i); NYTD Q&A #1.45). In addition, as we explained in
NYTD Q&A #1.17, States are required to collect outcomes data from baseline population
youth within 45 days after the youth’s 17th birthday during the time the youth is in foster
care. Because we do not require baseline population youth who are no longer in foster care
to be surveyed by States, we do not consider such youth to be a part of the follow-up
population regardless of whether they participated in outcomes data collection at age 17.
In summary, a youth’s membership in the NYTD follow-up population at age 19 depends on
a variety of factors including his/her participation in the NYTD survey at age 17, the timing
of his/her participation and foster care status at time of survey participation. The following
criteria describe the youth that the State will be required to collect and report outcomes
data on as members of the age 19 follow-up population consistent with 45 CFR
1356.82(a)(3) and 45 CFR 1356.83(e):
Required data element values
(in report period files in which baseline
population data were required to be
reported)

Criteria
(1) Youth must be reported as a member of the
baseline population in the correct report period
file in which baseline population data were
required to be reported. Specifically:
For all baseline youth who turned age 17 more
than 45 days before the end of a report period or
for baseline youth who turned age 17 during the
last 45 days of a report period whose outcomes
data were collected during the report period in
which they turned age 17: Youth must be
reported in the file that corresponds to the report
period in which the youth turned age 17.
-OR-

 Element 2 (report date)
corresponds to a report period in
which baseline data are required
to be reported
 Element 4 (date of birth)
corresponds to age 17
 Element 36 (foster care statusoutcomes) is a valid value
-OR-

For baseline youth who turned age 17 during the
last 45 days of a report period and whose
outcomes data were collected in the next report
period: Youth must be reported in the file that
corresponds to the report period in which
outcomes data were collected.

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 Element 2 is consistent with the
reporting period in which
outcomes data were collected
 Element 4 corresponds to age 17
 Element 35 (date of outcomes
data collection) is a date
consistent with reporting period
 Element 36 is a valid value

Technical Bulletin #5: NYTD Cohort Management and Sampling

Required data element values
Criteria

(in report period files in which baseline
population data were required to be
reported)

(2) Youth must be reported as having participated in
the NYTD survey.

 Element 34 (outcomes reporting
status) is ”participated”

(3) Youth must be reported as having participated in
the NYTD survey within 45 days after turning age
17.

 Element 35 is a date within 45
days after the youth’s 17th
birthday

(4) Youth must be reported with at least one valid
response to the youth outcome survey elements.

 At least one of elements 37-58
contains a value other than
“declined” or “not applicable”

(5) Youth must be reported in foster care at the time
the survey data were collected.

 Element 36 is ”yes”

Please refer to Appendix A for examples of youth records that are and are not a part of the
age 19 follow-up population.
2.2.2 Identifying the age 21 NYTD follow-up population
As mentioned in Section 2.2, a youth who participated in the data collection at age 17 (see
Section 2.2.1), but not at age 19 for a reason other than being deceased or not in the
State’s sample remains a part of the follow-up population at age 21 (73 FR 10342). The
following criteria describe the youth the State will be required to collect and report
outcomes data as members of the age 21 follow-up population consistent with 45 CFR
1356.82(a)(3) and 45 CFR 1356.83(e):
Criteria

Required data element values

(1) Youth must be a member of the age 19 followup population cohort.

 See Section 2.2.1 for criteria and
required data element values for
the age 19 follow-up population

(2) Youth must be in the State’s sample (applies to
States that opt to sample only)

 Element 34 must be a value other
than “not in sample”1 in
corresponding data file in which
the youth turned age 19.

(3) Youth must not be reported as being deceased
in the corresponding age 19 data file.

 Element 34 must be a value other
than “death” in corresponding
data file in which the youth turned
age 19.

Appendix A contains examples of youth records that are and are not a part of the age 21
follow-up population.

1

Please note that “not in sample” is only a valid value for element 34 (outcomes reporting status) for
youth who were not selected as part of the State’s sample.

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Technical Bulletin #5: NYTD Cohort Management and Sampling

3

FINALIZING THE COHORT OF YOUTH IN THE NYTD FOLLOW-UP
POPULATION

3.1

Overview of the cohort finalization process

Because youth records must meet specific criteria for inclusion in the follow-up population
cohort (Section 2.2), erroneous information in a youth’s record for any of the elements
listed in Sections 2.2.1 and 2.2.2 could impact the youth’s membership in the NYTD followup population at age 19 or 21. Consequently, it is critical that States perform quality
assurance on all baseline population records in all corresponding report period files to
ensure that all youth who participated in the survey at age 17 are appropriately identified
and reported2. Similarly, States should also perform quality assurance on all follow-up
population records at age 19 to ensure all records are appropriately identified for inclusion
in the age 21 follow-up population. A report feature in the NYTD Portal will be used by
States and ACF to identify the records in each State’s age 19 and age 21 follow-up
population based on the data the State has submitted from all corresponding data files
(e.g., data files for the 2011A, 2011B and 2012A report periods for “Cohort 1”) 3. When
run, this report will always list the most up-to-date information on the youth included in the
State’s follow-up population cohort based on the State’s current data files and the criteria
described in Sections 2.2.1 and 2.2.2.
States that opt to submit corrected or subsequent data files in order to address such recordlevel errors may find that the updated data lead to an increase or decrease in the size of the
State’s follow-up population cohort. While it is possible that the size of the follow-up
population cohort may fluctuate over time for some States as particular records are updated
with more accurate data, it is necessary for the follow-up population to be made final such
that no youth are added or subtracted from the cohort to be followed at ages 19 or 21.
Finalizing or “locking” the cohort within the NYTD system enables us to properly track and
monitor the collection of outcomes data on a set group of youth in the follow-up population
over time for the purposes of assessing States’ compliance with NYTD data collection and
reporting requirements. This process also enables the sampling frame to be finalized so
that ACF can calculate the sample size and draw the sample for each State that opts to
sample consistent with the procedures described in Section 4 of this document. Sections
3.2 and 3.3 describe the timeframes for finalizing each cohort of follow-up population youth
(at ages 19 and 21).
Please note that while no records may be added or subtracted from a finalized or “locked”
cohort through the submission of a corrected or subsequent file, the State may still submit
such data files for any report period consistent with Section 6 of NYTD Technical Bulletin #1.
However, any changes the State makes to the record of a youth in the State’s follow-up
population cohort from a prior report period (e.g., from a report period in which the youth
turned age 17 or participated in outcomes data collection at age 17) will not impact the
youth’s membership in the follow-up population.

2
The NYTD Portal and NYTD Data Review Utility (NDRU) may be used to identify and address errors in
youth records. After identifying such errors in a youth’s record, States should update the record with
accurate information and submit in a corrected or subsequent data file pursuant to Section 6 of
Technical Bulletin #1.
3
The NYTD Portal User Manual will contain detailed instructions on how to use the cohort report
feature. To access the NYTD Portal User Manual, visit the “Help” section of the NYTD Portal at
https://nytd.acf.hhs.gov or email [email protected] to request a copy.

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Technical Bulletin #5: NYTD Cohort Management and Sampling

3.2

Finalizing the age 19 follow-up population for States that do not opt to
sample

For States that do not opt to sample, the age 19 follow-up population will be made “final”
on the last day of the fiscal year that precedes the fiscal year in which follow-up population
data collection begins for youth turning age 19 (e.g., September 30, 2012 for “Cohort 1”,
September 30, 2015 for “Cohort 2”, etc.). When this deadline is reached, the follow-up
population cohort will be locked within the NYTD system such that no youth records may be
added to or subtracted from the cohort through the submission of subsequent data files.
This final list of youth records comprise the State’s follow-up population defined in 45 CFR
1356.81(c) from which the State is responsible for collecting and reporting outcomes
information at ages 19 and 21. As specified in Section 3.1, a report feature in the NYTD
Portal will be used by States and ACF to identify the records in each State’s age 19 and age
21 follow-up population. After all relevant data files are submitted (e.g., 2011A, 2011B and
2012A files for “Cohort 1”; 2014A, 2014B, 2015A for “Cohort 2”, etc.) there is no action
required on the part of States to finalize the follow-up population cohort. However, we
strongly encourage all States to conduct quality assurance on all relevant data files to
identify and address errors or data quality issues that might impact a youth’s inclusion in
the follow-up population. If errors or data quality issues are detected and addressed, it may
be necessary for a State to update youth records and re-transmit specific data files no later
than the September 30 deadline referenced above.
3.3

Finalizing the age 19 follow-up population for States that opt to sample

For States that opt to sample, the age 19 follow-up population will be made “final” no later
than 30 days before the end of the fiscal year that precedes the fiscal year in which followup population data collection begins for youth turning age 19 (e.g., August 31, 2012 for
“Cohort 1”, August 31, 2015 for “Cohort 2”, etc.). When this deadline is reached, the
follow-up population cohort will be locked within the NYTD system such that no youth
records may be added to or subtracted from the cohort through the submission of corrected
or subsequent data files. This final list of youth records will be the universe from which the
sample will be drawn (see Section 4 for more information). States are strongly encouraged
to conduct quality assurance on the sampling frame before submitting a request to sample.
As specified in Section 3.1, a report feature in the NYTD Portal will be used by States and
ACF to identify the records in each State’s age 19 follow-up population. For States that opt
to sample, the records in the State’s sample will also be listed on the NYTD Portal after the
sample is drawn consistent with the procedures described in Section 4. We strongly
encourage all States to conduct quality assurance on all relevant data files to identify and
address errors or data quality issues that might impact a youth’s inclusion in the follow-up
population. If errors or data quality issues are detected and addressed, it may be necessary
for a State to update youth records and re-transmit specific data files no later than the
August 31 deadline referenced above. See Section 4.2 for more information.
3.4

Finalizing the age 21 follow-up population

Each age 21 follow-up population will be made “final” on the last day of the fiscal year that
precedes the fiscal year in which follow-up population data collection begins for youth
turning age 21 (e.g., September 30, 2014 for “Cohort 1”, September 30, 2017 for “Cohort
2”, etc.) for all States. When this deadline is reached, the age 21 follow-up population
cohort will be locked in the NYTD system such that no youth records may be subtracted
from the cohort through the submission of subsequent data files. This final list of youth
records comprise the State’s follow-up population defined in 45 CFR 1356.81(c) from which
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Technical Bulletin #5: NYTD Cohort Management and Sampling

the State is responsible for collecting and reporting outcomes information at age 21. As
specified in Section 3.1, a report feature in the NYTD Portal will be used by States and ACF
to identify the records in each State’s age 21 follow-up population. After all relevant data
files are submitted (e.g., 2011A, 2011B and 2012A files for “Cohort 1”) there is no action
required on the part of States to finalize the age 21 follow-up population cohort. However,
we strongly encourage all States to conduct quality assurance on all relevant data files to
identify and address errors or data quality issues that might impact a youth’s inclusion in
the follow-up population. If errors or data quality issues are detected and addressed, it
may be necessary for a State to update youth records and re-transmit specific data files no
later than the September 30 deadline referenced above.

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Technical Bulletin #5: NYTD Cohort Management and Sampling

4

SAMPLING THE NYTD FOLLOW-UP POPULATION

4.1

General information about the sampling option and sampling frame

Consistent with 45 CFR 1356.84, States may opt to collect and report information on the
follow-up population required by 45 CFR 1356.83(e) on a sample of the baseline population
consistent with the sampling requirements specified in this technical bulletin. To ensure
consistency in sampling across States, ACF will calculate the sample size and draw the
sample for each State that opts to sample. The sampling universe or “sampling frame”
consists of youth in the baseline population consistent with 45 CFR 1356.81(b) who
participated in the State agency’s data collection at age 17. Refer to Section 2.2.1 for
information on identifying the cohort of youth that comprise the sampling frame. A State's
actual sample size will depend on the number of youth in the sampling frame and the
application of the correct formula pursuant to 45 CFR 1356.84(c) and Appendix C of the
NYTD regulation. In some cases, the calculated sample size plus the required increase of 30
percent to allow for attrition will result in a sample number that exceeds the total number of
youth in the sampling frame. In these cases, States will not be eligible to sample as the
entire sampling frame will become the follow-up population cohort. For all States that meet
ACF’s sampling requirements at 45 CFR 1356.84, the sample will be the cohort of follow-up
population youth that the State will be responsible for collecting and reporting information
on as required by 45 CFR 1356.82(a)(3) and 45 CFR 1356.83(e).
4.2

Requesting to sample

States may request to sample at any time after the submission of the last regular file that
contains outcomes data on each baseline population cohort (e.g., no earlier than April 1,
2012 for “Cohort 1”, April 1, 2015 for “Cohort 2”, etc.). In order to ensure that ACF has
time to accommodate all requests for sampling, however, we are requiring States to submit
all requests to sample at least 45 days before follow-up population data collection begins for
youth turning age 19 (e.g., no later than August 16, 2012 for “Cohort 1”, August 16, 2015
for “Cohort 2”, etc.). States must use the NYTD Portal to submit requests to sample. The
NYTD Portal User Manual will describe where and how to submit a request to sample. The
State’s request must specify whether the State wishes to use simple random sampling or an
alternate sampling method. ACF will consider all alternate sampling methods proposed by a
State that utilize accepted sampling methodologies, but the State must provide justification
for the methodology to ACF at the time of the request.
After the sampling request is received, ACF will conduct a review of the State’s baseline
population cohort, including an examination of the records of youth who participated in
outcomes data collection at age 17 (the sampling frame). ACF will discuss with the State
any concerns with the quality of data in records of youth that comprise the sampling frame.
Please note that if errors or data quality issues that might impact a youth’s inclusion in the
sampling frame are detected, it may be necessary for the State to update youth records and
re-transmit specific data files before ACF will draw the sample. For this reason, States are
strongly encouraged to conduct quality assurance on the sampling frame before submitting
a request to sample. If the State requested the use of an alternate sampling method, ACF
will closely examine the State’s justification and will issue a decision about whether the
proposed method is acceptable. If the request to use an alternate sampling method is not
approved, the State may determine that simple random sampling is preferable or that
sampling is not advisable.

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Technical Bulletin #5: NYTD Cohort Management and Sampling

Regardless of the sampling method chosen, all sampling requests that meet ACF’s
requirements at 45 CFR 1356.84 will be approved no later than 30 days before the
scheduled start of outcomes data collection on the age 19 follow-up population (e.g., August
31, 2012 for “Cohort 1”, August 31, 2015 for “Cohort 2”, etc.) in order to allow time for
each State’s sample to be drawn as described in Section 4.3.  
4.3

Drawing and managing the sample

Once the sampling request is approved, the State’s age 19 follow-up population will be
made final or “locked” in the NYTD system such that no youth records may be added to or
subtracted from the cohort through the submission of corrected or subsequent data files. It
is necessary for the cohort to be locked in order to generate a final list of youth records that
will comprise the universe from which the sample will be drawn (the sampling frame).
Unless an alternate sampling method is approved, an ACF statistician will draw a sample of
youth from the State’s sampling frame using simple random sampling procedures generated
by a statistical software program. If the alternative sampling procedure is approved, the
ACF statistician will draw the sample for the State from the sampling frame consistent with
the accepted sampling methodology. The list of records in the State’s follow-up population
cohort and sample will be made available for the State’s reference in the NYTD Portal. The
NYTD Portal User Manual will describe where and how such a report can be accessed in the
NYTD Portal.
Please note that a State's actual sample size will depend on the number of youth in the
sampling frame (Section 2.2.1) and the application of the correct formula pursuant to 45
CFR 1356.84(c) and Appendix C of the NYTD regulation. Both formulas set a 90 percent
confidence interval and a margin of error at plus or minus 5 percent. Once drawn, the
sample will be the cohort of follow-up population youth that the State will be responsible for
collecting and reporting information on as required by 45 CFR 1356.82(a)(3) and 45 CFR
1356.83(e)4. After the sample is drawn from the sampling frame (using simple random
sampling or another approved sampling method), no “re-sampling” or replacement sampling
is permitted.

A State that opts to sample must report elements 34 (outcomes reporting status) and 36 (foster care
status-outcomes) for youth in the sampling frame who are not selected for the State’s sample. See
Technical Bulletin #2 for more information.
4

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Technical Bulletin #5: NYTD Cohort Management and Sampling

APPENDIX A: EXAMPLES OF YOUTH RECORDS INCLUDED AND NOT
INCLUDED IN THE AGE 19 AND AGE 21 FOLLOW-UP POPULATIONS
Examples of baseline population youth records that will join follow-up population
at age 19
Example 1: A youth turns age 17 on April 1, 2011 while in foster care and completes the
NYTD survey on May 15, 2011. The State includes the youth’s record in the 2011B NYTD
report with the following information:
Values in youth’s
record

Age 19 follow-up population criteria
(= meets criteria;  = does not meet criteria) 

E2: 201109
E4: 1994-04-01

 Youth must be reported as a member of the baseline

E34: participated

 Youth must be reported as having participated in the NYTD

population in the correct report period file in which baseline
population data were required to be reported.

survey.

E35: 2011-05-15

 Youth must be reported as having participated in the NYTD
survey within 45 days after turning age 17.

E36: yes

 Youth must be reported in foster care at the time the survey
data were collected.

E37-58: all valid values
other than “declined”
and “not applicable”

 Youth must be reported with at least one valid response to
the youth outcome survey elements.

Example 2: A youth turns age 17 on September 30, 2011 while in foster care. The State
collects outcomes information from the youth on October 15, 2011 and reports these data in
the 2012A NYTD report.
Values in youth’s
record

Age 19 follow-up population criteria
(= meets criteria;  = does not meet criteria) 

E2: 201203
E4: 1994-09-30

 Youth must be reported as a member of the baseline

E34: participated

 Youth must be reported as having participated in the NYTD

population in the correct report period file in which baseline
population data were required to be reported.
survey.

E35: 2011-10-15

 Youth must be reported as having participated in the NYTD
survey within 45 days after turning age 17.

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Technical Bulletin #5: NYTD Cohort Management and Sampling

E36: yes

 Youth must be reported in foster care at the time the survey
data were collected.

E37-58: all valid values
other than “declined”
and “not applicable”

 Youth must be reported with at least one valid response to
the youth outcome survey elements.

Examples of baseline population youth records that will NOT join the follow-up
population at age 19
Example 1: A youth turns age 17 on February 14, 2011 while in foster care. The State
surveys the youth on March 30, 2011 and reports the youth’s record with outcomes data in
the 2011B NYTD report. Because the youth turned age 17 during the 2011A report period
and was surveyed while in foster care during the 2011A report period, the youth’s record
should be reported in the 2011A NYTD report.
Values in youth’s
record

Age 19 follow-up population criteria
(= meets criteria;  = does not meet criteria) 

E2: 201109
E4: 1994-02-14

 Youth must be reported as a member of the baseline

E34: participated

 Youth must be reported as having participated in the NYTD

population in the correct report period file in which baseline
population data were required to be reported.
survey.

E35: 2011-03-30

 Youth must be reported as having participated in the NYTD
survey within 45 days after turning age 17.

E36: yes

 Youth must be reported in foster care at the time the survey
data were collected.

E37-58: all valid values
other than “declined”
and “not applicable”

 Youth must be reported with at least one valid response to
the youth outcome survey elements.

Example 2: A youth turns age 17 on May 1, 2011 while in foster care. The State surveys
the youth on June 10, 2011 and reports the youth’s record with outcomes data in the 2011B
NYTD report. The State reports that the youth was “incarcerated” for element 34 (outcomes
participation status). This baseline population youth is not in the NYTD follow-up population
because the youth was no longer in foster care when the survey was completed.
Values in youth’s
record
E2: 201109
E4: 1994-05-01

Age 19 follow-up population criteria
(= meets criteria;  = does not meet criteria) 

 Youth must be reported as a member of the baseline

population in the correct report period file in which baseline
population data were required to be reported.

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Technical Bulletin #5: NYTD Cohort Management and Sampling

E34: incarcerated

 Youth must be reported as having participated in the NYTD
survey.

E35: 2011-06-10

 Youth must be reported as having participated in the NYTD
survey within 45 days after turning age 17.

E36: no

 Youth must be reported in foster care at the time the survey
data were collected.

E37-58: all valid values
other than “declined”
and “not applicable”

 Youth must be reported with at least one valid response to
the youth outcome survey elements.

Example 3: A youth turns age 17 on April 1, 2011 while in foster care. The State surveys
this foster youth on June 15, 2011. This baseline population youth is not in the NYTD followup population because the State was unable to garner the participation of the youth within
45 days of the youth’s 17th birthday.
Values in youth’s
record

Age 19 follow-up population criteria
(= meets criteria;  = does not meet criteria) 

E2: 201109
E4: 1994-04-01

 Youth must be reported as a member of the baseline

E34: participated

 Youth must be reported as having participated in the NYTD

population in the correct report period file in which baseline
population data were required to be reported.
survey.

E35: 2011-06-15

 Youth must be reported as having participated in the NYTD
survey within 45 days after turning age 17.

E36: yes

 Youth must be reported in foster care at the time the survey
data were collected.

E37-58: all valid values
other than “declined”
and “not applicable”

 Youth must be reported with at least one valid response to
the youth outcome survey elements.

Example 4: A youth turns age 17 on October 1, 2010 while in foster care. On this
birthday, the youth receives an email invitation from the State to participate in the NYTD
survey. The youth exits foster care to adoption on October 5, 2010 and completes the
State’s NYTD survey on October 10, 2010. The State reports the survey data in the 2011A
NYTD report. This baseline population youth is not in the NYTD follow-up population because
the youth was no longer in foster care when the survey was completed.
Values in youth’s
record

Age 19 follow-up population criteria
(= meets criteria;  = does not meet criteria) 

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Technical Bulletin #5: NYTD Cohort Management and Sampling

E2: 201103
E4: 1993-10-01

 Youth must be reported as a member of the baseline

E34: participated

 Youth must be reported as having participated in the NYTD

population in the correct report period file in which baseline
population data were required to be reported.

survey.

E35: 2010-10-10

 Youth must be reported as having participated in the NYTD
survey within 45 days after turning age 17.

E36: no

 Youth must be reported in foster care at the time the survey
data were collected.

E37-58: all valid values
other than “declined”
and “not applicable”

 Youth must be reported with at least one valid response to
the youth outcome survey elements.

Example 5: A youth turns age 17 on June 1, 2011 while in foster care. The State invites
the youth to participate in the survey on July 10, 2011. The youth agrees to take the
survey, but declines to answer any questions. In the 2011B NYTD report, the State reports
that this youth “participated” in the survey (element 34) but reports “declined” for elements
37-58. Because the youth chose not to provide a valid response other than “declined” for
any of the survey data elements, the youth has not participated in outcomes data collection
as described in the NYTD regulation.
Values in youth’s
record

Age 19 follow-up population criteria
(= meets criteria;  = does not meet criteria) 

E2: 201109
E4: 1994-06-01

 Youth must be reported as a member of the baseline

E34: participated

 Youth must be reported as having participated in the NYTD

population in the correct report period file in which baseline
population data were required to be reported.

survey.

E35: 2011-07-10

 Youth must be reported as having participated in the NYTD
survey within 45 days after turning age 17.

E36: yes

 Youth must be reported in foster care at the time the survey
data were collected.

E37-58: all “declined”

 Youth must be reported with at least one valid response to
the youth outcome survey elements.

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Technical Bulletin #5: NYTD Cohort Management and Sampling

Examples of age 19 follow-up population youth records that will remain in the
follow-up population at age 21
Example 1: A follow-up population youth who has aged out of foster care turns age 19 on
October 1, 2012 and completes the NYTD survey on November 1, 2012. The State has not
opted to sample. The State includes the youth’s record in the 2013A NYTD report with the
following information:
Values in youth’s
record
E2: 201303
E4: 1993-10-01
E34: participated
E35: 2012-11-01
E36: no
E37-58: all valid values
other than “declined”
and “not applicable” 

Age 21 follow-up population criteria
(= meets criteria;  = does not meet criteria) 

 Youth must be a member of the age 19 follow-up population
cohort.

 Youth must not be reported as deceased in the
corresponding age 19 data file. 

Example 2: A follow-up population youth turns age 19 on November 15, 2012. The State
has opted to sample and the youth is included in the State’s sample. The State locates the
youth and invites her to participate in the survey on January 15, 2013 but she declines to
participate. The State includes the youth’s record in the 2013A NYTD report with the
following information:
Values in youth’s
record
E2: 201303
E4: 1993-11-15
E34: declined
E35: (blank)
E36: no
E37-58: (blank)

Age 21 follow-up population criteria
(= meets criteria;  = does not meet criteria) 

 Youth must be a member of the age 19 follow-up population
cohort.

 Youth must be in the State’s sample.
 Youth must not be reported as deceased in the
corresponding age 19 data file.

Examples of age 19 follow-up population youth records that will NOT remain in the
follow-up population at age 21
Example 1: A State reports that a follow-up population youth who was to have been
surveyed during the 2013B report period is deceased. The State has not opted to sample.
The State includes the youth’s record in the 2013B NYTD report with the following
information:

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Technical Bulletin #5: NYTD Cohort Management and Sampling

Values in youth’s
record
E2: 201309
E4: 1994-04-15
E34: death
E35: (blank)
E36: no
E37-58: (blank)

Age 21 follow-up population criteria
(= meets criteria;  = does not meet criteria) 

 Youth must be a member of the age 19 follow-up population
cohort.

 Youth must be in the State’s sample.
 Youth must not be reported as deceased in the
corresponding age 19 data file.

Example 2: A follow-up population youth turns age 19 on February 1, 2013 while in foster
care. The State has opted to sample, however, and the youth is not a part of the State’s
sample. The State includes the youth’s record in the 2013A NYTD report with the following
information:
Values in youth’s
record
E2: 201303
E4: 1994-02-01
E34: not in sample
E35: (blank)
E36: yes
E37-58: (blank)

Age 21 follow-up population criteria
(= meets criteria;  = does not meet criteria) 

 Youth must be a member of the age 19 follow-up population
cohort.

 Youth must be in the State’s sample.
 Youth must not be reported as deceased in the
corresponding age 19 data file.

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Technical Bulletin #5: NYTD Cohort Management and Sampling

APPENDIX B. COHORT SELECTION FLOWCHART (AGE 19 AND 21
FOLLOW-UP POPULATIONS)
START HERE:

Was the youth reported as a member
of the baseline population in the
report period file that corresponds
with the youth’s 17th birthday during
a year in which baseline data were
required to be reported? (Criteria 1,
Section 2.2.1)

Did the youth turn age 17 during
the last 45 days of a report
period in which baseline data
were required to be reported?
(Criteria 1, Section 2.2.1)

No

Yes

Yes
Did the State report that the youth
participated in the survey? (Criteria 2,
Section 2.2.1)

Yes

Was the youth reported as a
member of the baseline
population in the report period
file immediately following the
report period in which she/he
turned age 17? (Criteria 1,
Section 2.2.1)

Yes

No

Did the State report at least one valid
response (other than “declined” or
“not applicable”) to the NYTD survey
questions in the youth’s record?
(Criteria 3, Section 2.2.1)

No

Yes
Did the youth participate in the NYTD
survey within 45 days after his/her
17th birthday? (Criteria 4, Section
2.2.1)

No

Yes
Was the youth in foster care on the
date she/he was surveyed? (Criteria 5,
Section 2.2.1)

No

Yes
Youth is included in the follow-up
population cohort at age 19
(Criteria 1, Section 2.2.2)

No

Youth is NOT included in the followup population cohort at age 19
STOP

CONTINUE TO NEXT PAGE

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Technical Bulletin #5: NYTD Cohort Management and Sampling

CONTINUED FROM PREVIOUS PAGE

Did the State opt to sample?  

Yes

Is the youth in the State’s sample? (Criteria
2, Section 2.2.2)

No

Yes

No

Was the youth reported as
deceased in the report period
file in which the youth turned
age 19? (Criteria 3, Section
2.2.2)

No

Youth is NOT included in the followup population cohort at age 21

Yes

STOP

Youth is included in the follow-up
population cohort at age 21
STOP

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Technical Bulletin #5: NYTD Cohort Management and Sampling

APPENDIX C: SUMMARY OF KEY DATES RELATED TO COHORT
MANAGEMENT

Cohort Management Activity

Deadline

Requests to sample

No later than August 16
(45 days before the end of the fiscal year
that precedes the fiscal year in which followup population data collection begins for
youth turning age 19)

Follow-up population cohort (age 19) made
“final” in the NYTD system for States that
opt to sample

No later than August 31
(30 days before the end of the fiscal year
that precedes the fiscal year in which followup population data collection begins for
youth turning age 19)

Follow-up population cohort (age 19) made
“final” in the NYTD system for States that do
not opt to sample

September 30
(last day of the fiscal year that precedes the
fiscal year in which follow-up population data
collection begins for youth turning age 19)

Follow-up population cohort (age 21) made
“final” in the NYTD system

September 30
(last day of the fiscal year that precedes the
fiscal year in which follow-up population data
collection begins for youth turning age 21)

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