DFCS Online Policies & Procedures

  DFCS Online Policies & Procedures

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Handbook 19: How To..
19-2.1 How to Enter Race/Ethnicity Categories in CWS/CMS
How To..
19-2.1  How to Enter Race/Ethnicity Categories in CWS/CMS
Reference Points
Overview
Race/Ethnicity Categories for NYTD Data Collection
Procedures for Entering Specific Categories for Race/Ethnicity
Gathering Race/Ethnicity Data
Other References


Reference Points
Effective Date: 1/12/11
Last Updated: 1/5/11
 Legal Basis:
pdf

All County Information Notion (ACIN) No. I-01-07-10: NYTD Entry Requirements into the CWS/CMS for All Foster Care Youth Eligible for Independent Living Program (ILP) Services

 CWS/CMS Forms:
bullet Client Management Section: Client Notebook ID Page


Overview   The National Youth in Transition Database (NYTD) is a federally mandated data collection designed to track independent living services provided to foster care and probation youth.  The resulting outcome measures will be used to assess states’ performance in operating their independent living programs.  Data for the NYTD is collected from CWS/CMS Client notebooks.
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Data Collection  

For purposes of NYTD data collection, Race/Ethnicity fields in CWS/CMS must be entered in specific ways to match the categories used by the federal government.  The data to be collected for the NYTD includes:

  • Date of birth
  • Gender
  • Race/ethnicity
  • Education
  • Grade and start date

Additionally, in entering data into CWS/CMS, data collection requirements of UC Berkeley, which also produces reports for DFCS and the State, must also be met. 

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Race/Ethnicity Categories for NYTD Data Collection  

The matrix below lists:

  • All Race/Ethnicity categories that are accepted by NYTD (left column) and
  • The categories in CWS/CMS considered to be consistent with the accepted NYTD categories (middle and right columns).
    • The CWS/CMS categories considered to be consistent with accepted NYTD categories are listed in CWS/CMS with asterisks (*) next to them.

Note: There are additional categories listed in CWS/CMS that are not considered to be consistent with NYTD categories. These CWS/CMS categories are:  Hispanic, Mexican, Central American, Caribbean, South American, and Other Race Unknown.

To obtain Race/Ethnicity data, information is pulled from three fields in CWS/CMS: Primary Ethnicity, Other Ethnicity, and Hispanic or Latino Origin.  These are combined to determine race and ethnicity values for NYTD reporting.  If a category has been entered in Primary Ethnicity in CWS/CMS by DFCS staff and that category is not considered consistent with accepted NYTD categories, the data collection program defaults to Other Ethnicity to search for a valid category consistent with NYTD categories.  There must be an asterisked category in either the Primary Ethnicity or Other Ethnicity fields.

NYTD Categories

CWS/CMS Primary Ethnicity

Considered to be Consistent with Accepted NYTD Categories

American Indian or Alaskan Native       Alaskan Native* American Indian*
Asian Asian Indian * Korean*
  Cambodian* Laotian*
  Chinese* Hmong*
  Filipino* Guamanian*
  Japanese* Vietnamese*
  Japanese*  
  Other Asian*  
Black or African Black* Ethiopian*
Native Hawaiian or Other Pacific Islander Hawaiian* Samoan*
  Polynesian* Other Pacific islander *
White White* White-Armenian*
  White-Central American* White European*
  White-Middle Eastern* White-Romanian*
Unknown Unable to Determine*  
Declined Declines to State*  
 
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Procedures for Entering Specific Categories for Race/Ethnicity  

To accommodate data collection for both the NYTD collection and UC Berkeley, there are now special instructions for DFCS staff to follow when completing the Race/Ethnicity fields in Client notebooks in CWS/CMS.

The client is asked with what race/ethnicity he or she identifies.

If...

Then choose...

The client identifies as Mexican

  • Mexican as the Primary Ethnicity
  • White* as the Other Ethnicity
  • “Yes” for Hispanic or Latino origin

The client identifies as Hispanic

  • “Hispanic” as the Primary Ethnicity
  • “White*” as the Other Ethnicity, if the client’s family background is from Mexico or
    •   “White-Central American*” as the Other Ethnicity, if the client’s family background is from one of the Central American countries such as Guatemala, Honduras,  El Salvador, and Nicaragua
  • “Yes” for Hispanic or Latino origin

The client identifies as Central American*

  • Central American background is considered a family origin in one of the Central American countries such as Guatemala, Honduras,  El Salvador, and Nicaragua
  • White-Central American* as the Primary Ethnicity
  • No category under Other Ethnicity (because White-Central American is an asterisked category)
  • “Yes” for Hispanic or Latino origin

The client identifies as Caribbean

  • “Caribbean” as the Primary Ethnicity
  • A race/ethnicity consistent with the NYTD categories in the Other Ethnicity field.
    •  A client who identifies as Caribbean may also identify as another race/ethnicity consistent with NYTD categories (“Black*, for example) or
    • “White*” as the Other Ethnicity, only if no other ethnicity consistent with NYTD is identified.
The client identifies as South American
  • “South American” as the Primary Ethnicity
  • A race/ethnicity consistent with the
  • NYTD categories in the Other Ethnicity field.
    •   A client who identifies as South American may also identify as another race/ethnicity consistent with NYTD categories (“Black*, for example) or
    • “White*” as the Other Ethnicity, only if no other ethnicity consistent with NYTD is identified.
The client is unable to determine a race/ethnicity with which he or she identifies
  • “Unable to Determine” under Primary Ethnicity
  • Select one of the following that applies under Unable to Determine-Reason
    • Abandonment
    • Incapacitation
    • Does not know
  • “Unable to Determine” under Hispanic or Latino origin
The client chooses not to state a race/ethnicity with which he or she identifies
  • “Declines to State” under Primary Ethnicity
  • “Declines to State” under Hispanic or Latino origin

 

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Gathering Race/Ethnicity Data  

In addition to updating current client Race/Ethnicity categories, all new referrals and cases must reflect the new instructions for inputting Race/Ethnicity categories for all individuals listed as clients in the CWS/CMS Client Notebook.

 

  • Screening Social Workers

Gathering the information on each client’s Race/Ethnicity begins with the Screening Social Worker, whenever possible.  If the Screening Social Worker is able to obtain Race/Ethnicity information, the entry is made in CWS/CMS.

 

  • Emergency Response (ER) Clerical

For all new referrals, for referrals that have client names merged, or any referral in which the Client notebook is reviewed, ER clerical staff enter or update Race/Ethnicity information in CWS/CMS.


 

  • Emergency Response

As part of the investigation process, ER Social Workers ask clients how they self-identify in terms of Race/Ethnicity and enter this information into CWS/CMS.

 

  • Dependent Intake (DI)

If the information is not in the case file or listed in CWS/CMS, DI Social Workers ask clients how they self-identify in terms of Race/Ethnicity and enter this information into CWS/CMS.

  • Continuing Social Workers

When they receive a new case, Continuing Social Workers should check the Client Notebook page for all listed clients and verify that the Race/Ethnicity categories have been properly inputted. Update the information, as necessary. If the information is not in the case file or listed in CWS/CMS, Continuing Social Workers ask clients how they self-identify in terms of Race/Ethnicity and enter this information into CWS/CMS.

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Other References  
PDF National Youth in Transition Database Fact Sheet
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