17-OCFS-ADM-03May 15, 2017

Andrew M. Cuomo
Governor / 52 Washington Street
rensselaer, NY 12144 /

Sheila J. Poole

Acting Commissioner

Administrative Directive

Transmittal: / 17-OCFS-ADM-03
To: / Commissioners of Social Services
Issuing Division/Office: / Child Welfare and Community Services
Date: / May 15, 2017
Subject: / Entry of Incident Date for Substantiated Allegations
Suggested Distribution: / Directors of Social Services
Child Protective Services Supervisors
Child Welfare Supervisors
Contact Person(s): / Any questions concerning this release should be directed to the appropriate regional office, Division of Child Welfare and Community Services:
Buffalo Regional Office-Amanda Darling (716) 847-3145

Rochester Regional Office - Karen Buck (585) 238-8201

Syracuse Regional Office - Sara Simon (315) 423-1200

Albany Regional Office - John Lockwood (518) 486-7078

Spring Valley Regional Office - Yolanda Désarmé (845) 708-2498

New York City Regional Office - Ronni Fuchs (212) 383-1676

Native American Services - Heather LaForme (716) 847-3123

Attachments: / None
Previous ADMs/INFs / Releases Cancelled / NYSRegs. / Soc. Serv. Law & Other Legal Ref. / Manual Ref. / Misc. Ref.
15-OCFS- ADM-25 / 18 NYCRR 466.3 / SSL §422(3)
  1. Purpose

The purpose of this Administrative Directive (ADM) is to notify local departments of social services (LDSSs) of CONNECTIONS data entry requirements relevant to the calculation of performance metrics included in the federal Child and Family Services Review (CFSR). As noted in 15-OCFS-ADM 25 Timely Data Entry and Use of Incident Date, LDSSs were mandated to enter in CONNECTIONS the incident date associated with any substantiated allegation of child abuse and maltreatment involving a child placed in out-of-home care, which includes foster care placements. Since the issuance of that policy, data analysis has shown the importance of entering the incident date for all substantiated allegations in every child protective report whether or not the substantiation results in a child’s placement in foster care. The New York State Office of Children and Family Services (OCFS) is now requiring LDSSs to record the incident date for each substantiated allegation in all reports for all children.

  1. Background

OCFS has been analyzing New York State’s performance on the national recurrence measure. The definition of the national recurrence measure is as follows: Of all children who were victims of an indicated report of abuse or maltreatment during a 12-month period, the percent that were victims of another indicated abuse or maltreatment report within 12 months of the initial report. The objective is for a lower percentage.

A further review of the actual calculation used by the Children’s Bureau of the federal Administration for Children and Families (Children’s Bureau) has indicated that the use of incident date for substantiated allegations of child abuse and maltreatment plays a larger role than originally understood.

If a subsequent report of abuse or maltreatment is made within 14 days of the indicated focal report(the focal report is the first report that occurs during the 12-month period) date, the Children’s Bureau will not count it as recurrent maltreatment. The Children’s Bureau also eliminates any subsequent indicated report if the incident date on the subsequent report is exactly the same as the incident date of the focal report. In the absence of an incident date in the system, the report date is used and may artificially increase the percentage.

For example:an incident occurs and is reported on March 3, 2017 (focal report).The focal report is indicated, with the incident date “March 3, 2017” recorded on the “Allegation” screen in CONNECTIONS.If a second report is registered for the same incident and the same incident date is correctly entered on the “Allegation” screen in CONNECTIONS, that report would not be flagged as recurrent maltreatment. These cases may not be prevalent due to report consolidations;however, there are instances where the focal report has been indicated and closed, and 14 or more days later a subsequent report is made. If this is the same incident, the incident date,if recorded,would exclude this report from the federal CFSR recurrence calculation.

  1. Program Implications

Accurate entry of incident dates in CONNECTIONS may help reduce what currently appears to be recurrence in cases involving the same incident and have a positive impact on your LDSS’s performance on the federal CFSR recurrence measure. An accurate reflection of recurrence will help LDSSsassess the interventions needed to reduce repeat abuse and maltreatment.

  1. Required Action

Effectively immediately, LDSSs are required to enter on the “Allegation”screen in CONNECTIONS the incident date for every substantiated allegation for each child. The “Date/Time of Incident” data field is located on the “Allegation”screen in CONNECTIONS. If the exact incident date is not known, an approximation is required; for example, an event occurring two years prior to a report taken on April 20, 2017, would be entered as April 1, 2015. If the abuse or maltreatment has occurred over time, such as lack of food for the last few months, enter the most recent date of the abuse or maltreatment, prior to or the same date as the report.

V.Effective Date

Immediately effective upon release of this ADM.

/s/ Laura M. Velez

Issued by:

Name: Laura M. Velez

Title: Deputy Commissioner

Division/Office:Child Welfare and Community Services

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