Update Password/Forgot Password / Password Reset

Update Password

Step 1. Log in

Step 2. Click Update next to sign out on the header

Step 3: Update Password and other relevant information

Forgot Password

Step 1. Go to: https://data.pa-home-visiting.org/user/login.

Step 2. Click the I forgot my password link at the bottom of the page.

Step 3. Enter username (email address) and click Send Password Reset Email.

Step 4: Look for an email (it might take a few mins and be sure to check your spam folder) and click the link in the email to reset the password.

The subject of the email will be: Your Request to Reset Your PA Home Visiting Data Collection System Password.

The password reset email will be from: [email protected] (please do not email this account as it is not monitored).

Step 5: If you do not receive an email please email the RA Account @ [email protected].

Home Visitor or Family Support Provider (Home Visitor in System)
Definition: These are the staff that are providing direct EBHV or Family Support Services to Families that do not currently hold a supervisory role.

Roles: The Home Visitor in the Pennsylvania Family Support Data System allows the person in this role to add and update families currently served by them.

Additional Permissions: The Home Visitor Role has the ability to remove accidental family entries if no Caregiver demographics have been entered. Please see removing Accidental Entries below for additional guidance.

Home Visitor Supervisor or Family Support Supervisor (Home Visitor Supervisor in System)
Definition: These are the staff that currently hole a supervisory role, they may or may not provide EBHV and Family Support services directly to families. This role is for Supervisors that manage a portion of the Home Visitors or Family Support Providers within an Agency.

Roles: The Home Visitor Supervisor in the Pennsylvania Family Support Data System allows the person in this role to add and update families currently served by them. They are also able to view the families of the Home Visitors they supervise. The Supervisor must have a Data User or Agency Administrator link the Home Visitors they supervise directly to them. Please see Linking Users to Families below for additional guidance.

Additional Permissions: The Home Visitor Supervisor role is view and submit Programatic reports. Please see the Programatic Report section below for additional guidance.

Agency Fiscal
Definition: The staff person within an agency responsible for the fiscal reporting. This person only works with the fiscal aspects of the EBHV or Family Support program.

Roles: The Agency Fiscal role only has access to the budget, fiscal reporting templates. They complete the budget, budget narrative, and all fiscal reports for the program fiscal year.

Additional Permissions: The Agency Fiscal role has the ability to upload and download documents added to the data system under the Grant List at the View Documents tab. Please see the Document Uploader section, under the header Overview of the Dashboards, below for additional guidance.

Agency Data User
Definition: The staff person within an agency responsible for the data reporting and entry.

Roles: The Agency Data User has access to all families and programatic reports. The Agency Data User Role does not have access to fiscal information.

Additional Permissions: The Agency Data User has access to all families, has access to link Families to Supervisors and Home Visitors and has the ability to delete existing families from data system. Please see removing Accidental Entries below for additional guidance.

Agency Administrator
Definition: The Agency Administrator is the leader responsible for the implementation of the program.

Roles: The Agency Administrator has access to all families and programatic reports. The Agency Data User Role has access to all fiscal information.

Additional Permissions: The Agency Data Administration has access to all families, has access to link Families to Supervisors and Home Visitors and has the ability to delete existing families from data system. Please see removing Accidental Entries below for additional guidance. The Administrator role also has the ability to deactivate staff.

After successfully logging into the system, depending on your User Level (see above) you will see different dashboards for those able to add users they will see a user list. Users will only see other users with user levels below their current level. Example: Agency Admins will not see Other Agency Admins listed at this time.

Step 1. Click Add a new user.

Step 2. Enter the required information for the user.

Step 3. Enter a temporary password for that user. The user does not need to be provided with this password to perform a reset. See Step 6.

Step 3a. When the new user logins for the first time they should request a password reset using the I forgot my password directions so that they can set a secure password they will remember.

Step 4. Choose User Role (Level). See User Roles below.

Step 5. Submit.

Step 6. Let the user known to enter their email address into the I forgot my password screen so that they can reset their password.

After successfully logging into the system this screen will display. This screen contains important information on using the data system, where to find data system guidance, and relevant training opportunities.

Email List Access

Step 1. Log in

Step 2. Click Update next to sign out on the header

Step 3: Select Appropriate Email Lists, Control and Select to select multiple emails lists. Scroll down to see all lists available. Please definition of each email list type below.

Email List Definitions

Home Visitor -Should be selected if the person holds the Home Visitor User role in the data system. 

Supervisor -Should be selected if the person holds the Supervisor User role in the data system. 

Fiscal -Should be selected if the person holds the Fiscal User role in the data system. Should also be selected by Administrators that would like to be included on fiscal emails. 

Admin -Should be selected if the person holds the Admin User role in the data system. 

Children’s Trust Fund – Should only be selected if the Program currently holds a Children’s Trust Fund Grant. This will be used to provide emails specifically to any Children’s Trust Fund changes decided by the CTF Board. 

Data – Should be selected if the person holds the Data User role in the data system.Should also be selected by all users that would like to receive data system updates.

CQI – Should be selected by appropriate users would like to receive emails related to Continuous Quality Improvement. 

Agency Reports – Should be selected by appropriate users to receive emails related to specific Agency Reports. Such as a data summary report. 

Program – Should be selected to by appropriate users that would like to receive programmatic updates note related to the data system. Please sign up for the data user list for data system updates. 

Agency Administrator View

The Agency Administrator will see all users. The Agency Admin will not see any other Agency Admins or themselves within the user list. The user list will be at the top of the Agency Dashboard after the welcome screen.

User Deactivation
The Agency Administrator role has the ability to deactivate users. If selected it will prompt them to confirm. If a user is deactivated and then later returns to the Data System an email to the RA Account will be required to reinstate their account.

Agency Data User View

The Agency Data User will see all users except for Agency Administrators. The Agency Data User will not see any other Agency Data Users or themselves within the user list. The user list will be at the top of the Agency Dashboard after the welcome screen.

User Deactivation
The Agency Data User role has the ability to deactivate users. If selected it will prompt them to confirm. If a user is deactivated and then later returns to the Data System an email to the RA Account will be required to reinstate their account.

Agency Supervisors View

The Supervisor will see the home visitors they have been linked to by the Agency Administrator or Agency Data User. The Supervisor has the ability to add additional Home Visitors which will automatically be linked to them. The Supervisor will not see themselves or any additional Supervisors on a user list when they login to the system. The Home Visitor user list for the Supervisor role is located under the report section. Please see the image below.

Agency Home Visitor and Agency Fiscal User

Agency Administrator View

The Agency Administrator has access to all reports. The reports are located below the User List on the Agency Dashboard. The designated user or users at the agency will complete the appropriate reports based on their funding for enrollment. All agencies will complete enrollment, staffing, quarterly narrative, the Agency Demographics Export and all future exports. Please note that additional reports and exports may be added in the future that differ from the image below.

Agency Data User View

The Agency Data User has access to all reports. The reports are located below the User List on their Agency Dashboard. The designated user or users at the agency will complete the appropriate reports based on their funding for enrollment. All agencies will complete enrollment, staffing, quarterly narrative, the Agency Demographics Export and all future exports. Please note that additional reports and exports may be added in the future that differ from the image below.

Agency Supervisor View

The Agency Supervisor has access to all reports. The reports are located at the top of their agency dashboard. The designated user or users at the agency will complete the appropriate reports based on their funding for enrollment. All agencies will complete enrollment, staffing, quarterly narrative. Please note that additional reports may be added in the future that differ from the image below. The Agency Supervisor does not have access to the demographic export at this time.

Agency Home Visitor View

Agency Fiscal View

Agency Administrator View

The Agency Administrator has access to the Home Visitor Supervisor List, located below the Report section on the dashboard. They can add new supervisors and link them to other Home Visitors using this list using the manage feature.

Agency Data User View

The Agency Data User has access to the Home Visitor Supervisor List, located below the Report section on the dashboard. They can add new supervisors and link them to Home Visitors using this list using the manage feature.

Agency Supervisor View

Agency Home Visitor View

Agency Fiscal View

Agency Administrator View

The Agency Administrator has access to the Home Visitor List, located below the Home Visitor Supervisor section on the dashboard. They can add new home visitors and link them to Home Visitors Supervisors and Families using this list using the manage feature.

Agency Data User View

The Agency Data User has access to the Home Visitor List, located below the Home Visitor Supervisor section on the dashboard. They can add new home visitors and link them to Home Visitors Supervisors and Families using this list using the manage feature.

Agency Supervisor View

The Agency Supervisor has access to the Home Visitors they added themselves as users or those they were linked to (by a Admin or Data User) using the manage feature. They can manage home visitors and link them to specific families if needed.

Agency Home Visitor View

Agency Fiscal View

Agency Administrator View

The Agency Administrator user role will see all families enrolled under the agency on the dashboard after logging in. They can sort the families by assigned Home Visitor (also includes Supervisor) and County.

Sorted by County

Sorted by Home Visitor

Agency Data User View

The Agency Data User role will see all families enrolled under the agency on the dashboard after logging in. They can sort the families by assigned Home Visitor (also includes Supervisor) and County.

Sorted by County

Sorted by Home Visitor

Agency Supervisor View

The Agency Supervisor User role will see all families linked to them or the home visitors they oversee (are linked to) within the Agency on the dashboard after logging in. They can sort the families by assigned Home Visitor (also includes Supervisor) and County.

Sorted by County

Sorted by Home Visitor

Agency Home Visitor View

The Home Visitor role will see the families they have entered themselves or that have been linked to them using the manage feature. The Home Visitors can sort by County if serving multiple counties.

Sort by County

Agency Fiscal View

Agency Administrator View

The Agency Administrator role can access all “inactive” families. Inactive is defined as families that have exited the program either through completion or prior to completion or families that are currently on hold. The access for the Agency Administration is at the bottom of the family list.

Agency Data User View

The Data User role can access all “inactive” families. Inactive is defined as families that have exited the program either through completion or prior to completion or families that are currently on hold. The access for the Data User is at the bottom of the family list.

Agency Supervisor View

The Supervisor role can access “inactive” families that they directly entered or were linked to or that the home visitors they were linked to entered and placed into inactive status. Inactive is defined as families that have exited the program either through completion or prior to completion or families that are currently on hold.

Agency Home Visitor View

The Home Visitor role can access “inactive” families that they directly entered or were linked to. Inactive is defined as families that have exited the program either through completion or prior to completion or families that are currently on hold. The access for the Home Visitor is at the bottom of the family list.

Agency Fiscal View

Agency Administrator View

The Agency Administrator User role has access to the Grant List. The list of all Grants assigned to the Agency is available at the bottom of the dashboard under the Family List.

Agency Data User View

Agency Supervisor View

Agency Home Visitor View

Agency Fiscal View

The Agency Fiscal User role has access to all Grants assigned to the Agency, when they login they will only see the Document Viewer link and Grant List at this time

Directions on Uploading
1. Scroll down to Grant List
2. Click on the link to View Documents
3. Click on the Start a Document Upload
4. Select Grant ID
5. Provide a clear Title for the Document
6. Provide a clear description for the Document
7. Select the file.
8. Click the link to upload the document.

Agency Administrator View

The Agency Administrator User role has access to the Document Viewer, the link to view, download, upload and delete documents is available below the Family List as a link under the Grant List Header.

To Upload a Document: Click the start a Document Upload Link and the following screen will display. To upload a document you will need to select the grant in which it applies, we will be adding an option for Not Applicable soon.

Agency Data User View

Agency Supervisor View

Agency Home Visitor View

Agency Fiscal View

The Agency Fiscal User role has access to the Document Viewer but using the View Documents link under the Grant List header.

To Upload a Document: Click the start a Document Upload Link and the following screen will display. To upload a document you will need to select the grant in which it applies, we will be adding an option for Not Applicable soon.

For definitions please see below.

For definitions please see below.

For definitions please see below.

If a known Family was enrolled in the same EBHV at another agency funded by OCDEL, their information can be transferred from the prior agency to the new agency.

If requesting a transfer Please email the RA Account with the following:
– Original Agency
– Name of the Primary Caregiver
– New Agency, and
– Assigned home visitor if applicable.

As an example if Family A is currently enrolled in NFP in Montgomery County and plans to continue receiving NFP services in Columbia County after moving through the NFP agency in that area that families record can be transferred between the two agencies.

Please note: That most families when moved are found on the inactive list at the new agency and will need to be un-exited. Please use the date of the transfer to the new provider as the un-exit date, this will clear any overdue or missing measures.

For definitions please see below.

Removing Accidental Families

Step 1: If multiple families have been created that do not have any demographics entered they can be deleted by the home visitor or any user type except fiscal off of the family list.

Step 2: Click on View next to the Family and the Delete Option will be present.

Step 3: Select Yes to Confirm Deletion or No to keep the family.

Step 4: If demographics have been entered an Agency Administrator or Data User can delete the Families, they must first delete any children added, followed by caregivers, and then finally the family.

For definitions please see below.

Removing Measure 13 Deletion – Behavioral Concerns and Number of Home Visits

Step 1: View completed measures list at the bottom of a family dashboard.

Step 2: Select delete next to an entered Measure 13.

Step 3: Select Yes to confirm deletion or no to keep the measure as is.

Collected
At Enrollment
Update between June 1^st and June 30^th each year. 
Update between Sept 1^st and Sept 30^th each year.
The 10th of the next month if notified of a change
Entries Marked with * are required 

*Family (Case) Identifier – A unique number that identifies the family in the data system. Some agencies choose to use a code for funding, others match their model data system identifiers. This is defined by the Agency there is no specific requirements from OCDEL on which identifier to use, however each Family must have a unique identifier.

*Total number of people in the household – The household may include multiple adult caregivers (e.g., pregnant women, female caregiver, male caregiver). The number should include all participants in the program, plus anyone else living in the home who provides financial support to the participant(s). 

Number of People in Household Clarifications
– The child is only included in this number once they are born.
– Additional children living in the home should be counted (even if not enrolled in the EBHV or Family Support Program). These additional Child(ren) should not be entered into the data system unless they are considered enrolled in the EBHV and/or Family Support Program(s).  

Q) What is the definition of Financial Support
A) Financial Support is Strictly Monetary, it does not include shelter, food, etc…

*Annual Household Income – Household income refers to the annual gross income for the household, and recorded at enrollment and then annually thereafter.

Income Calculations Guidelines
– The economic response / stimulus payments are not part of gross income and would not be included in the income calculation.
– Unemployment benefits are considered part of gross income per the IRS, so these would be included when calculating household income. 

NFP Income Crosswalk
NFP Choices | Family Support Data System Choices
Client is dependent on p/g | Report as Less than or equal to $6,000  
Less than or equal to $6,000 | Less than or equal to $6,000 
$9,001-$12,000 | $6,001-$12,000 
$12,001-$16,000 | $12,001-$20,000 
$16,001-$20,000 | $12,001-$20,000 
$20,001-$30,000 | $20,001-$30,000 
Over $30,000 | $30,001 to $40,000
If Client discloses over $40,000 | Over $40,000

For NFP if the NFP Client is dependent upon their Caregivers income you should still choose $0 to $6,000 in the system unless the NFP Client discloses their Caregivers income then you should choose the most accurate response.

*Users of tobacco products – Based on self-report, a household with members who use tobacco products in the home or who have been identified as using tobacco through a substance abuse screening administered during intake.

Tobacco use is defined as: combustibles (cigarettes, cigars, pipes, hookahs, bidis), non-combustibles (chew, dip, snuff, snus, and dissolvables), and electronic nicotine delivery systems (ENDS).

Clarifications
– Use of Tobacco Products it not limited to only physical use inside the home.
– When answering this question, consider anyone who is living in the home. Please note that these answers will not be compared to the answer for “Number of People in Household”

*Have low student achievement (any Caregiver and/or child in the home) – Based on self-report, a household with members who have perceived themselves or their child(ren) as having low student achievement. When answering this question, consider anyone who is living in the home. Please note that these answers will not be compared to the answer for “Number of People in Household”.

*Have a child with developmental delays or disabilities (any child in home) – Based on self-report or home visitor/staff observation, a household with members who have a child or children suspected of having a developmental delay or disability. When answering this question, consider anyone who is living in the home. Please note that these answers will not be compared to the answer for “Number of People in Household”.

*Family member is serving, or formerly served, in the US armed forces (any family member living in the home) – Based on self-report, households that include individuals who are currently serving or formerly served in the Armed Forces, including such households that have members of the Armed Forces who have had multiple deployments outside of the United States. This definition includes a military member’s dependents, which includes dependents acquired through marriage, adoption, or other action during the course of a member’s current tour of assigned duty. When answering this question, consider anyone who is living in the home. Please note that these answers will not be compared to the answer for “Number of People in Household”.

*Household has a history of child abuse or neglect or has had interactions with child welfare services (any Caregiver and/or child in the home) – Based on self-report, a household with members who have a history of abuse or neglect and have had involvement with child welfare services. This can include the child, adult caregivers, or both. When answering this question, consider anyone who is living in the home. Please note that these answers will not be compared to the answer for “Number of People in Household”.

*Primary Referral Source – Based on self-report or information provided to the Family Support Program for the referral. 

Options include
Court System (Judge) – A Judge recommended that the Family Receive Family Support Services, all OCDEL funded Family Support Programs are voluntary and should not be ordered by a Judge but in some circumstances may be recommended.  

Children and Youth – Referral from Children and Youth  

Department of Corrections (DOC) – Referral from the Department of Corrections

Doctor’s Office – Referral from a Doctor’s Office  

Early Intervention (EI) – Referral from an Early Intervention Provider  

Early Learning Resource Center (ELRC) – Referral from an ELRC  

Hospital – Referral from a Hospital  

Managed Care Organization – Referral from one of the Managed Care Organizations. All MCO’s are listed within this option.  

Other Home Visiting or Family Support Program – Referral from another Home Visiting or Family Support Program. 

Self-Referral – Family Called, Emailed, Texted, Etc. and requested the services themselves  

Women, Infant, and Children (WIC) – Family was referred to the Family Support program by WIC 

Word of Mouth – Family was referred to program by another family. Two options under this section are: 
– – Current Participant in Services 
– – Prior Participant in Services  

Other – Use this section to fill in any additional referral sources that are not listed above, we will review this and add additional options are appropriate.

Enrollment Collected
At Enrollment
Entries Marked with * are required

*First Name – First name of the Client (Caregiver) 

Middle Name – Middle name of the Client (Caregiver) if applicable

*Last Name – Last name of the Client (Caregiver)

*Caregiver (Client) Identifier – A unique number to identify the Caregiver in the data system. Some agencies choose to use a code for funding, others match their model data system identifiers.

*Family (Case) Identifier – A unique number that identifies the family in the data system. Some agencies choose to use a code for funding, others match their model data system identifiers.

*Evidence-Based Home Visiting (EBHV) Program – An approved EBHV on the HomeVEE list of EBHV programs 
Caregiver must be enrolled in an EBHV program or a Family Support Program or Both
Caregiver can be enrolled in one EBHV program and up to four Family Support Programs

*Family Support Programs – All other programs not on the HomVEE list supported by state and federal funding sources through the Grants Contracts provided by OCDEL. 

Clarifications
Caregiver must be enrolled in an EBHV program or a Family Support Program or Both
Caregiver can be enrolled in one EBHV program and up to four Family Support Programs

*Program Type (Funding) – The funding being used to support the Family. Staff that support the families are usually designated to a funding stream or if split a certain percentage of their families are designated to that funding. Example: If a Home Visitor is 50% MIECHV and 50% Family Center (FC) with a Caseload of 20 families, usually 10 will be assigned to MIECHV funding and 10 will be assigned to FC funding. 

*Date of Enrollment – The date the Caregiver enrolled in either the EBHV or Family Support Program or both. 

Transfers
If a Family was transferred from a different Agency their original enrollment date in the EBHV or Family Support Program should be used as the enrollment date in the new agency.

If your agency is receiving a transfer family or transferring a family to another agency, please contact the RA Email Account.

Multips Pilot (NFP Only) 
The system will ask if the Caregiver is also enrolled in the Multips Pilot. 

Multips Pilot (NFP Only) Enrollment Date 
If enrolled in the Multips Pilot this may be the same date as the enrollment date for NFP. 

or

If enrolled with a second child with a child already receiving NFP services this should be the date the family enrolled in the Multips pilot. 

Multips: Case ID for Second Child 
Use the second NFP ID for the Child Case ID once they are born and entered into the system.

Multips: First Child Graduation
If the initial Child graduates they can be exited with the reason of Completed Program while the Caregiver and Multips Child remain enrolled.

Demographics Collected
At Enrollment or Within 15 Days of Enrollment
Update between June 1^st and June 30^th each year.
Update between Sept 1^st and Sept 30^th each year.
The 10th of the next month if notified of a change
Entries Marked with * are  required

*Caregiver Identifier – A unique number to identify the caregiver in the data system. Some agencies choose to use a code for funding, others match their model data system identifiers.

*Address – Caregiver’s housing unit address that has a house number and street name address, for example, 212 Elm Street or 137 Clark Ct., Apt. 316, as city-style addresses. In some instances, the house number may also include an alpha character such as 35A or W9254. The addresses that is used for mailing or to provide location for emergency services, such as police, fire, and rescue (E-911 addresses). Includes the County in which the Caregiver resides.

Clarifications
Zip Codes: Please note that when entering Zip Codes. That they can only be 5 digits, entering more than 5 digits will cause the demographic information to not save.

Q) What address do I use if the Caregiver is homeless and has not identified an address?
A) You may use the address of your Agency or Local County Office if applicable  

Q) If the Caregiver is in prison / jail what address do I use?
A) You may use the address of the prison / jail for the Caregiver 

*Birth Date – The official month, day, and year a caregiver was born. 

*Gender – (Effective 10/1/2021)

Female caregivers – are those household members who identify as female and who are enrolled in the program during the reporting period, are considered a caregiver of the index child (e.g., biological parent, adoptive parent, foster parent, grandparent who identifies as female).

Male caregivers – include those household members who identify as male and who are enrolled in the program during the reporting period, are considered a caregiver of the index child, and (e.g. biological parent, step-parent, and partners who identify as male) who also meet the definition of an enrollee.

Gender Non-Binary (Caregivers) – includes those enrolled participants who also meet the definition of an enrollee and who do not identify as either male or female, which may include participants who identify as gender non-binary and/or genderqueer.

Resources: Here are some other resources that may be helpful in having home visitors become more knowledgeable on the topic:
– A Guide to Gender Identity Terms
– Overview and a guide to being an ally
– Gender Unicorn (visual guide)
– What are pronouns and why do they matter?
– 3 myths about transgender youth
– Video: The Science of Being Transgender 
– Free Webinars
– Center for the Study of Social Policy “Our Identities, Ourselves” – http://www.pa-home-visiting.org/wp-content/uploads/2021/11/Our-Identities-Ourselves-Data-Collection-Guide.pdf
– Center for the Study of Social Policy “Our Identities, Ourselves” – Literature Review – http://www.pa-home-visiting.org/wp-content/uploads/2021/11/Our-Identities-Ourselves-Literature-Review.pdf

*Pregnancy Status – Is the caregiver pregnant, or not pregnant. Pregnancy: The state of carrying a developing embryo or fetus within the body. This condition can be indicated by positive results on an over-the-counter urine test, and confirmed through a blood test, ultrasound, detection of fetal heartbeat, or an X-ray. 

Clarifications
Nurse-Family Partnership – Because this Model does not serve the second child (unless participating in Multips) the Caregivers Status Should Not be updated to Pregnant if Pregnant with a second child as this will cause PM’s to show that are not applicable.  

However if the Caregiver is participating in the Multips Pilot with the Second Child then their pregnant status should be updated.

*Estimated Date of Delivery – The estimated date of delivery, also known as expected date of confinement, and estimated due date or simply due date, is a term describing the estimated delivery date for a pregnant person.

*History of Substance Abuse – Caregiver has a history of substance abuse, but is not currently abusing substances. Substance abuse, also known as drug abuse, is a patterned use of a drug in which the user consumes the substance in amounts or with methods which are harmful to themselves or others, and is a form of substance-related disorders. Including, but not limited to, illicit or street drugs (including, but not limited to, Alcohol, Bath salts, Cocaine, Crack, Ecstasy, Heroin, Inhalants, Ketamine, Marijuana, and Meth) and prescription drugs (including, but not limited to, Adderall, Ambien, Ativan, Hydrocodone, Oxycodone, Percocet, Tramadol, Valium, Vicodin, Vyvanse, and Xanax).

*Current Substance Use / Needs Substance Abuse Treatment -Caregiver is currently struggling with substance abuse, and is actively or not actively receiving services for addiction or abuse. Substance abuse, also known as drug abuse, is a patterned use of a drug in which the user consumes the substance in amounts or with methods which are harmful to themselves or others, and is a form of substance-related disorders. Including, but not limited to, illicit or street drugs (including, but not limited to, Alcohol, Bath salts, Cocaine, Crack, Ecstasy, Heroin, Inhalants, Ketamine, Marijuana, and Meth) and prescription drugs (including, but not limited to, Adderall, Ambien, Ativan, Hydrocodone, Oxycodone, Percocet, Tramadol, Valium, Vicodin, Vyvanse, and Xanax).

*Self-Identified Disability (Required 4/1/2021) – The definition of a person with disability has the same meaning for a child or adult with disability under the Individuals with Disabilities Education Act (IDEA) Parts B and C.

(3) Child with a disability.

(A) In general.–The term `child with a disability’ means a child
(i) with mental retardation, hearing impairments (including deafness), speech or language impairments, visual impairments (including blindness), serious emotional disturbance (referred to in this title as `emotional disturbance’), orthopedic impairments, autism, traumatic brain injury, other health impairments, or specific learning disabilities; and
(ii) who, by reason thereof, needs special education and related services.

(B) Child aged 3 through 9. The term child with a disability’ for a child aged 3 through 9 (or any subset of that age range, including ages 3 through 5), may, at the discretion of the State and the local educational agency, include a child
(i) experiencing developmental delays, as defined by the State and as measured by appropriate diagnostic instruments and procedures, in 1 or more of the following areas: physical development; cognitive development; communication development; social or emotional development; or adaptive development; and
(ii) who, by reason thereof, needs special education and related services.  

And from Part C, Section 632(5) which is: 
(5) Infant or toddler with a disability. The term `infant or toddler with a disability'(A) means an individual under 3 years of age who needs early intervention services because the individual
(i) is experiencing developmental delays, as measured by appropriate diagnostic instruments and procedures in 1 or more of the areas of cognitive development, physical development, communication development, social or emotional development, and adaptive development; or
(ii) has a diagnosed physical or mental condition that has a high probability of resulting in developmental delay.

*Plans of Safe Care – List and directs services and supports to ensure the safety and well-being of a substance-affected infant (SAI) and their caregivers. Plans of Safe Care differ from other safety or family service plans by including services for the infant and their substance affected caregiver(s).  

More information here: https://www.dhs.pa.gov/KeepKidsSafe/About/Pages/Plans-of-Safe-Care.aspx

*Race – A Caregiver’s response to the race question is based upon self-identification. The responses regarding race should reflect what the person considers themselves to be and are not based on percentages of ancestry. Participants who select more than one race should be reported in the “Multiple Races” category. 

*Ethnicity – The responses regarding ethnicity should reflect what the person considers themselves to be and are not based on percentages of ancestry. 

*Legal Martial Status – The legal marital status refers to the marital status of a person under the law.

Clarifications
Current official legal status, meaning if Currently Divorced but living with a new partner this would be entered as Divorced.

*Educational Attainment – Educational attainment is defined as the highest grade completed within the most advanced level attended in the educational system of the country where the education was received.

Currently enrolled in Middle School includes individuals who are enrolled in Middle School.

Currently enrolled in High School includes individuals who are enrolled in High School.

Currently enrolled in a GED Program includes individuals who are enrolled in a GED Program.

Less than high school diploma includes individuals who have not completed their high school education and are not currently enrolled in school or a GED program.

The Some college/training category includes those who are currently enrolled and those who attended in the past.

The Technical training or certification category includes those who received technical training or certification in the past.

The Associate’s Degree category includes those who obtained an Associate’s Degree.

The Bachelor’s Degree or Higher category includes those who obtained a Bachelor’s Degree or a higher degree.

The Other category includes those individuals who did not fall into the specified categories.

*Educational Status – Educational attainment or level of education of individuals. Current status of caregiver’s enrollment in school or training/certification courses.

*Employment Status – Full-time employment is defined as working an average of 30 or more hours per week. Part-time is defined as working less than an average of 30 hours per week. A worker may be a full-time employee, part-time employee, or an employee on a casual basis. Caregiver could be employed temporarily, or on a permanent basis. 

Clarification
Caregivers should be entered / updated to reflect their current status as it relates to employment, once the home visitor or family support staff is notified of the change.

Q) Due to the current situation (COVID-19) we were wondering how unemployment should be recorded right now? We have several Caregivers across programs who are laid off but will be going back when businesses reopen. Should that be considered unemployed?
A) Caregiver who is currently laid off and not working would be considered “not employed”.

*Housing Status – Status defined as the legal situation of household concerning the caregiver’s occupancy of their main residence. Caregiver is not homeless or homeless. 

Homeless: Individuals who lack a fixed, regular, and adequate nighttime residence (with the meaning of section 103(a)(1) of the McKinney-Vento Homeless Assistance Act).  

Homeless and sharing housing: Individuals who are sharing the housing of other persons due to loss of housing, economic hardship, or a similar reason.

Homeless and living in an emergency or transitional shelter: Individuals who are living in emergency or transitional shelters; are abandoned in hospitals; or are awaiting foster care placement. 

Some other Arrangement: Individuals who are living in motels, hotels, trailer parks, or camping grounds due to the lack of alternative adequate accommodations; individuals who having a primary nighttime residence that is a public or private place not designed for ordinarily used as a regular sleeping accommodation for human beings (with the meaning of section 103(a)(2)(C)); individuals who are living in cars, parks, public spaces, abandoned buildings, substandard housing, bus or train stations or similar settings.

*Health Insurance Status – Health insurance is a means for financing a caregiver’s health care expenses. Private health insurance as a plan provided through an employer or a union and coverage purchased directly by an individual from an insurance company or through an exchange (i.e. Aetna, Blue Cross). Government insurance coverage includes federal programs, such as Medicare, Medicaid, the Children’s Health Insurance Program (CHIP), individual state health plans, TRICARE, CHAMPVA (Civilian Health and Medical Program of the Department of Veterans Affairs), as well as care provided by the Department of Veterans Affairs and the military. Caregiver’s are uninsured if they are not covered by any type of health insurance. 

Q) What do I choose if a client has a primary and secondary insurance?
A) Select the Primary Insurance

*Measure 15: Caregiver Education (Only on Update) – This Measure will only display when updating if the Caregiver does not have a High School Diploma or Equivalent such as a GED.

Measure 15 Question: Have you (caregiver) enrolled in, maintained continuous enrollment in, or completed a high school degree or equivalent?
– Select Yes if Caregiver maintained enrollment in school or GED program or newly enrolled in school or a GED program.
– Select No if Caregiver is not enrolled and has less than a High School Diploma or Equivalent (GED)

Collected
At Enrollment or first visit after birth if caregiver enrolled prenatally
Update between June 1^st and June 30^th each year.
Update between Sept 1^st and Sept 30^th each year.
The 10th of the next month if notified of a change
Entries Marked with * are required

*Child Identifier – A unique number to identify the child in the data system. Some agencies choose to use a code for funding, others match their model data system identifiers. 

Clarifications
NFP Multips – If a Client is dually enrolled in base NFP and Multips NFP when the second Child is born use the Multip ID as the second Childs ID.

*Gender – (Updated 05/01/2023)

Note: For Child Gender you may use the gender assigned at birth for the Child unless the caregiver requests to use the non-binary option, then select that as the response.

Female child – are those children who identify as female and who are enrolled in the program during the reporting period.

Male child – are those children who identify as as male and who are enrolled in the program during the reporting period.

Gender Non-Binary (Child) – includes those enrolled children who also meet the definition of an enrollee and who do not identify as either male or female, which may include participants who identify as gender non-binary and/or genderqueer.

Resources: Here are some other resources that may be helpful in having home visitors become more knowledgeable on the topic:
– A Guide to Gender Identity Terms
– Overview and a guide to being an ally
– Gender Unicorn (visual guide)
– What are pronouns and why do they matter?
– 3 myths about transgender youth
– Video: The Science of Being Transgender 
– Free Webinars
– Center for the Study of Social Policy “Our Identities, Ourselves” – http://www.pa-home-visiting.org/wp-content/uploads/2021/11/Our-Identities-Ourselves-Data-Collection-Guide.pdf
– Center for the Study of Social Policy “Our Identities, Ourselves” – Literature Review – http://www.pa-home-visiting.org/wp-content/uploads/2021/11/Our-Identities-Ourselves-Literature-Review.pdf

– Parental Acceptance of Gender Expression
Home visitors are uniquely positioned to support parental acceptance of their children’s gender expression, yet not always prepared to do so. Parental acceptance is associated with improved self-esteem and lower rates of depression and suicidality among children, and better family relationships, overall. Parental Acceptance of Gender Expression in Young Children includes information on gender and gender development, strategies home visitors can use to support gender acceptance among parents, and opportunities for awardees to support LIAs in these efforts. Also included are resources for families, including a handout that home visitors can share with parents and caregivers.

*Birth Date – The official month, day, and year a child was born. 

*Enrollment – Enrollment date cannot be before child’s birth date. Models are not chosen for the child as they are collected on the Caregivers Demographic screen. 

*Caregiver’s Relationship to Child – Refers to the unique and enduring bond between a caregiver and the child. Caregiver status in relation to biological, adoptive, or other caregiver status.

*Caregivers Pregnancy Status – Only displays if the Caregiver is entered as pregnant. When entering the child it displays (due to the possibility of caregivers having multiple children). 

*Child’s Birth Weight – Birth weight is the body weight of the baby at its birth. Pounds (lbs) and ounces (oz.)

Clarifications
Enter a whole number for lbs and a whole number for oz. Do not enter any decimals or letters within these text boxes.

*Child’s Gestational Age at Birth – Gestational age is the common term used during pregnancy to describe how far along the pregnancy is. Gestational Age at Birth is given in weeks and days. It is measured in weeks, from the first day of the woman’s last menstrual cycle to the current date. Since the exact date of conception is almost never known, the first day of the last menstrual period is used to measure how old the baby is. 

Clarifications
Enter a whole number for Weeks and a whole number for days. Do not enter any decimals or letters within these text boxes.

*Born Affected by Prenatal Substance Exposure / Plans of Safe Care – Relates to updates to the Child Protective Services Law. If a child was born substance exposed a plan of safe care is required to be developed for the infant and their family. “Affected by” is defined as an “infant with detectable physical, developmental, cognitive, or emotional delay or harm that is associated with maternal substance use or withdrawal, as assessed by a health care provider. http://www.keepkidssafe.pa.gov/cs/groups/webcontent/documents/document/c_292112.pdf

*Race – A Caregiver’s response to the race question is based upon self-identification for their child. The responses regarding race should reflect what the person considers their child to be and are not based on percentages of ancestry. Participants who select more than one race for their child should be reported in the “Multiple Races” category. 

*Ethnicity – The responses regarding ethnicity should reflect what the person considers their child to be and are not based on percentages of ancestry. 

*Primary Language Spoken at Home – Primary Language spoken at home to the child. 

*Self-Identified Disability (Required 4/1/2021) – The federal definition of Disability for this data collection point is as follows: The definition of a person with disability has the same meaning for a child or adult with disability under the Individuals with Disabilities Education Act (IDEA) Parts B and C.

(3) Child with a disability.
(A) In general.–The term `child with a disability’ means a child
(i) with mental retardation, hearing impairments (including deafness), speech or language impairments, visual impairments (including blindness), serious emotional disturbance (referred to in this title as `emotional disturbance’), orthopedic impairments, autism, traumatic brain injury, other health impairments, or specific learning disabilities; and
(ii) who, by reason thereof, needs special education and related services.

(B) Child aged 3 through 9. The term child with a disability’ for a child aged 3 through 9 (or any subset of that age range, including ages 3 through 5), may, at the discretion of the State and the local educational agency, include a child
(i) experiencing developmental delays, as defined by the State and as measured by appropriate diagnostic instruments and procedures, in 1 or more of the following areas: physical development; cognitive development; communication development; social or emotional development; or adaptive development; and
(ii) who, by reason thereof, needs special education and related services. And from Part C, Section 632(5) which is: (5) Infant or toddler with a disability.–The term `infant or toddler with a disability’

(A) means an individual under 3 years of age who needs early intervention services because the individual
(i) is experiencing developmental delays, as measured by appropriate diagnostic instruments and procedures in 1 or more of the areas of cognitive development, physical development, communication development, social or emotional development, and adaptive development; or
(ii) has a diagnosed physical or mental condition that has a high probability of resulting in developmental delay.

*Health Insurance Status – Health insurance is a means for financing a child’s health care expenses. Private health insurance as a plan provided through an employer or a union and coverage purchased directly by an individual from an insurance company or through an exchange (i.e. Aetna, Blue Cross). Government insurance coverage includes federal programs, such as Medicare, Medicaid, the Children’s Health Insurance Program (CHIP), individual state health plans, TRICARE, CHAMPVA (Civilian Health and Medical Program of the Department of Veterans Affairs), as well as care provided by the Department of Veterans Affairs and the military. Caregiver’s are uninsured if they are not covered by any type of health insurance. 

Q) What do I choose if a child has a primary and secondary insurance?
A) Select the Primary Insurance

*Usual Source of Medical Care – Usual source of care is the particular medical professional, doctor’s office, clinic, health center, or other place where a caregiver would usually go or bring their child to or contact if the child is sick, for well-visits or check-ups, or in need of advice about their health. 

*Usual Source of Dental Care – Usual source of care is the particular medical professional, doctor or dentist, clinic, health center, or other place where a caregiver would usually bring their child to or contact for oral or dentistry concerns, for well-visits or check-ups, or in need of advice about their health.

Q) What is the answer for usual source of dental care for a newborn?
A) The answer is No. This question only applies after the Child turns 1 year of age. When updating the child after the child has turned 1 if a usual source of dental care has been identified the answer should be updated to Yes.

• The six benchmark areas captured through these performance measures are:
  • Improved maternal and newborn health;
  • Prevention of child injuries, child abuse, neglect, or maltreatment, and reduction of emergency department visits;
  • Improvement in school readiness and achievement;
  • Reduction in crime or domestic violence;
  • Improvements in family economic self-sufficiency; and
  • Improvements in the coordination and referrals for other community resources and supports.

Definition: Percent of infants (among Caregivers who enrolled in home visiting prenatally before 37 weeks) who are born preterm following program enrollment. Caregiver Measure.

M1 Preterm Birth FAQ's

Definition: Percent of infants (among mothers who enrolled in home visiting prenatally) who were breastfed any amount at 3 and 6 months of age. Caregiver Measure.

M2 Breastfeeding FAQ's

Definition: Percent of primary caregivers enrolled in home visiting who are screened for depression using a validated tool within 3 months of enrollment (for those not enrolled prenatally) or within 3 months of delivery (for those enrolled prenatally). Caregiver Measure.

Validated Screening Tools

M3 Depression Screening FAQ's

Definition: Percent of children enrolled in home visiting who received the last recommended visit based on the American Academy of Pediatrics (AAP) schedule. Child Measure.

M4 Well Child Visit FAQ's

Definition: Percent of Caregivers enrolled in home visiting prenatally or within 30 days after delivery who received a postpartum visit with a healthcare provider within 8 weeks (56 days) of delivery. Caregiver Measure.

M5 Postpartum Care FAQ's

Definition: Percent of primary caregivers enrolled in home visiting who reported using tobacco or cigarettes at enrollment and were referred to tobacco cessation counseling or services within 3 months of enrollment. Caregiver Measure.

M6 Tobacco Screening Referrals FAQ's

Definition: Percent of infants enrolled in home visiting that are always placed to sleep on their backs, without bed-sharing or soft bedding. Child Measure.

M7 Safe Sleep FAQ's

Definition: Rate of injury-related visits to the Emergency Department (ED) since enrollment among children enrolled in home visiting. Child Measure.

M8 Child Injury FAQ's

Definition: Percent of children enrolled in home visiting with at least 1 investigated case of maltreatment following enrollment within the reporting period. Child Measure.

M9 Child Maltreatment FAQ's

Definition: Percent of primary caregivers enrolled in home visiting who receive an observation of caregiver-child interaction by the home visitor using a validated tool. Child Measure.

Validated Screening Tools

M10 Parent-Child Interaction FAQ's

Definition: Percent of children enrolled in home visiting with a family member who reported that during a typical week s/he read, told stories, and/or sang songs with their child daily, every day. Child Measure.

M11 Early Language and Literacy FAQ's

Definition: Percent of children enrolled in home visiting with a timely screen for developmental delays using a validated parent-completed tool. Child Measure.

Validated Screening Tools

M12 Developmental Screening FAQ's

Definition: Percent of home visits where primary caregivers were asked if they have any concerns regarding their child’s development, behavior, or learning. Caregiver Measure.

M13 Behavioral Concerns & Home Visits FAQ's

Definition: Percent of primary caregivers enrolled in home visiting who are screened for intimate partner violence (IPV) within 6 months of enrollment using a validated tool. Caregiver Measure.

Validated Screening Tools

M14 IPV Screening FAQ's

Definition: Percent of primary caregivers who enrolled in home visiting without a high school degree or equivalent who subsequently enrolled in, maintained continuous enrollment in, or completed high school or equivalent during their participation in home visiting. Caregiver Measure.

M15 Primary Caregiver Education

Definition: Percent of primary caregivers enrolled in home visiting who had continuous health insurance coverage for at least 6 consecutive months. Caregiver Measure.

M16 Insurance Coverage FAQ's

Definition: Percent of primary caregivers referred to services for a positive screen for depression who receive one or more service contacts.

M17 Completed Depression Referrals FAQ's

Definition: Percent of children enrolled in home visiting with positive screens for developmental delays (measured using a validated tool) who receive services in a timely manner.

M18 Completed Developmental Referrals FAQ's

Definition: Percent of primary caregivers enrolled in home visiting with positive screens for IPV (measured using a validated tool) who receive referral information for IPV. Caregiver Measure.

M19 IPV Referrals

Definition: Number of primary caregivers enrolled in home visiting who were screened for both unhealthy alcohol use and drug use using validated tool(s) within 6 months of enrollment. Caregiver Measure.

Validated Tools

M20 Substance Use Screenings FAQ's

When is this collected?
6 months post enrollment.

How is this calculated for reporting purposes?

NUMERATOR: Number of primary caregivers enrolled in home visiting who were screened for both unhealthy alcohol use and drug use using validated tool(s) within 6 months of enrollment.

DENOMINATOR: Number of primary caregivers enrolled in home visiting for at least 6 months.

CALCULATION: = Numerator / Denominator

CLARIFICATIONS: N/A

Q) Are all OCDEL funded EBHV expected to complete this measure?
A) This measure is optional for all EBHV programs. OCDEL has made this measure optional for all EBHV programs, it may be required in the future.

At this time, HRSA, our federal funder, has not made any determinations on whether these will be required in the future and intends to evaluate feedback from both the optional reporting measures to inform any future updates to data collection activities related to substance use screening and referrals.

Q) How is unhealthy alcohol use and drug use defined?
A) The definition of unhealthy alcohol and drug use should align with the validated substance use screening tool’s definition.

Q) Do I need to complete more than one tool?
A) Yes, if the chosen tool or tool(s) do not address both drugs and alcohol you will need to complete a minimum of two tools with the Caregiver to meet the requirements of this measure.

Q) Can you turn off the substance use screening performance measures for the whole agency or will staff have to answer them each time that we are not participating in the substance use screenings?
A) No, this will display for all primary Caregivers at 6 months post enrollment, if their 6 month post enrollment date is after 10/1/2021. If it is displaying for a Caregiver that has a 6 month post enrollment date prior to 10/1/2021 please update the Caregiver so the measure is removed.

Staff should select that they are not completing the measure by selecting the following options in the image below.

Definition: Number of primary caregivers enrolled in home visiting who received recommended services for substance use (and met the conditions specified in the denominator).

M21 Substance Use Referrals FAQ's

Step 1: Select Funded Slots from the Enrollment Report List.

Users with access: The Agency Administrator and Agency Data Users have access to this feature.

Step 2: Select the link to request an update. Can also view prior updates and history by selecting update history.

Step 3: All fields can be updated as necessary, except for fiscal year.

County: Will only display those counties currently linked to your agency. Please email your Family Support Consultant and the Data System RA account to add additional counties if needed.

Funded Slots / Goals: Please do not switch from one to the other as this will be rejected as certain programs are required to be reported on in certain ways.

Step 4: Complete the following text box and question responses with the appropriate information.

Step 5: Once the request is submitted it goes to the Family Support Program Consultants or Children’s Trust Fund TA Staff for initial approval.

Step 6: Following their initial approval it is then approved by the Family Support Program Data Analyst for data collection and report tracking.

Step 6: The Agency Admin will receive an email with the approval or rejection at either Step 5 or 6.

Please be sure to add: [email protected] to your contact lists to ensure all emails from the data system are received.

Updated Enrollment Report Generation Process as of August 10th, 2022

All demographic data for Caregivers and Children enrolled in services shall be entered into the Family Support Data System no later than the 10^th of the month following their enrollment. As an example: if a family enrolls in services in October they would be entered into the data system by no later than November 10th.

The Agency shall generate a monthly enrollment report using the data system no later than the 15^th of each month for the previous month’s enrollment. As an example: the report for the month of October would be generated in November by November 15th.

The Agency shall review the enrollment report for accuracy by no later than the 15th of each month for the previous month’s enrollment.

If the report is incorrect the Agency shall edit the report and provide an explanation for the edit.

The Agency may add comments as necessary to explain current enrollment trends and additional information relevant to enrollment. 

The Agency as appropriate shall notify the Department of any inconsistencies with the enrollment report. 

The data system will prompt the enrollment report to be generated starting the 15th of each month for the previous month’s enrollment to ensure that the reports are being generated.

Step 1: Under the Report List on the Agency Dashboard there will be an option to Generate Enrollment Report Month. Click on the link.

Step 2: Please select the Month and Year of the Enrollment Report you would like to generate. Please note that enrollment reports will be generated for all Program Types Funded Slots are assigned to.

The oldest report by month must be generated first.

Please do not generate enrollment reports out of order
Generate starting with: July to June or October to September depending on the year your program is operating on.

Step 3: Once the report is generated the system will bring you back to the Agency Dashboard Page. 

Step 4: View the Report under the appropriate enrollment link(s) and edit as required. 

Step 5: Reports are not considered submitted until they have been edited.

Step 6: Select Submit to submit and lock the report.

Step 7: If the report needs to be unlocked you may email your Family Support Consultant or the RA Account to unlock the report after submission.

If a month is generated erroneously it can be deleted prior to submission. The enrollment report must be deleted prior to the submission (edits).

Once edits are submitted the report will need to be unlocked by the agencies designated Family Support Consultant or the RA Account.

Q) Who can delete the report?
A) The Agency Administrator, Data User and Supervisor roles may delete reports prior to submission.

Step 1: Select Export Enrollment Report at the bottom of the report list

Step 2: Choose Date Range

Step 3: The Document will Export to Excel as a Download. Program Types (Funding) tabs will be at the bottom. 

Enrollment – Families are considered “enrolled” when they have formally agreed to participate in the program when they complete the intake process and are participating in the program as required by the Agency. All household members receiving home visiting services count as one family. The number of family members enrolled could vary from family to family but will involve at least one (e.g., pregnant caregiver) or two (parents plus child) clients, both of these examples would be considered one family each.

Report Date – Month and Date of the Report

Model – EBHV or Family Support Program Model

County – County in which the services are being provided

Funded Slots – Maximum number of families (slots) that can be served at one time agreed upon by your agency and OCDEL through your grant agreement or updated work-statement. The number of slots should remain the same throughout the grant unless a program revision is submitted and approved.

Goal Number of Families to be Served – Total number of families that will be served over the course of the fiscal year.

Goal Number of Parents/Caregivers to be Served – Total number of parents/caregivers that will be served over the course of the fiscal year.

Goal Number of Children to be Served – Total number of children that will be served over the course of the fiscal year.

Number of Continuing Families as of the End of the Month – Number of families continuing from before the reporting month that were enrolled as of the end of the reporting month. Does not include families that exited during the reporting month.

Total Number of New Families as of the End of the Month – This should capture only the new families that were enrolled as of the end of the month and are considered new if they enrolled within the reporting month.

Cumulative Number of Families Served to Date as of the End of the Month (Unduplicated) – Total number of families that have ever received services, this number does not decrease. Number of cumulative families equals the prior months cumulative number of families plus the new families enrolled in the month that is being reported on.

Example: 10 families were enrolled in September, in October 5 new families enrolled. When the report for October is generated in November the cumulative number for October should be 15 families.

Number of Families Exited as of the End of the Month – Completed Program – Those who have fully completed the program model as specificed by each individual model.

Number of Families Exited as of the End of the Month – All other Reasons – Any families that were exited that did not complete the program as specified by each individual model.

Number of Families On Hold as of the End of the Month – Families placed on hold in the system.

Number of Children Enrolled as of the End of the Month – The number of children being served. Not including those who are under the age of adulthood who are parents. Does not include prenatal.

Number of Prenatal Children – This is the number of children in utero. This is calculated by using the Number of Prenatal Caregivers, if the Caregiver is expecting multiple children (twins, etc) they would be counted as two children in this section.

Cumulative Number of Children Served to Date as of the End of the Month (Unduplicated) – Total number of children that have ever received services, this number does not decrease.

Example: 10 children were enrolled in September, in October 5 new children enrolled. When the report for October is generated in November the cumulative number for October should be 15 children.

Barriers to Establish Full Enrollment / Extenuating Circumstances – Use this section to discuss any concerns, updates, circumstances, etc. regarding low enrollment within the program. 

Date when Full Enrollment is Expected – Date when the program is expected to be fully enrolled. 

Comments/ Edit Comments (Barries to Meeting Goals/Comments) – Use this space to discuss any additional comments or describe any edits that were made to the enrollment report.

Step 1: Click the link for the Staffing Report in the Report List

Step 2: Scroll down to enter the Staffing Report

Step 3: Select the Month and Year of the Report based on the due dates

Step 4: Complete the remaining information

FTE Reporting Notes: If you choose Children’s Trust Fund (CTF), Fatherhood (PRF), Medical Assistance (MA), Other Local Funding (County, Other, United Way), or OUD/SUD Pilot (Parenting Classes) you DO NOT need to submit the FTE fields at this time. 

FTE Reporting Notes: If you choose Family Centers (FC), Home Visiting Expansion (HVE), OCDEL NFP, or OUD/SUD Pilot (Home Visiting) you DO need to submit the FTE fields at this time. 

MIECHV Reporting Notes: If MIECHV is chosen you will also report data separated by EBHV Model. 

Step 5: Submit the Report

Copying: If no changes from last report, click the copy button at the left hand side of each of the rows, this will autofill all data except the date of report and comments. Add date of report and comments (if desired or warranted) and click submit at the bottom of the page. 

The Agency Administrator, Data User, and Supervisor Roles can delete the report if there is any accidental entry. They can also edit reports if a change is needed.

Step 1. Select Delete

Step 2. Confirm that the report should be delete by selecting yes.

Date of Staffing Report – Date Report is being Submitted

Note: Home Visitors in the definitions below also include Family Support Staff for non EBHV programs

Total Overall Number of Home Visitors (Not Vacant) – Physical Count of Home Visitors employed under the program type selected. Total Overall Home Visitors should only include whole numbers. It is okay if a single person is counted twice due to being funded by more than one program type.

Total Overall Number of Vacant Home Visiting Staff – Physical Count of open positions for Home Visitors that would employed under the program type selected if hired. Total Vacant Staff should only include whole numbers. It is okay if a single vacant posiiton is counted twice due to being funded by more than one program type. 

New Full-Time Equivalent (FTE) 
Home Visitor/Supervisor/Other Staff: A FTE home visitor(s)/supervisor(s)/other staff who begins employment with your agency during the reporting period. Only report the proportion of the FTE that is supported by the Program Type.

Continuing Full-Time Equivalent (FTE) 
Home Visitor/Supervisor/Other Staff: A FTE home visitor(s)/supervisor(s)/other staff who was employed by your agency during the previous reporting period and continued employment. Only report the proportion of the FTE that is supported by grant funds.

Vacant Full-Time Equivalent (FTE) 
Home Visitor/Supervisor/Other Staff: A position that is funded by grant funds but does not have a home visitor/supervisor/other staff filling the position. Only report the proportion of the FTE that is supported by grant funds.

FTE Calculation 
For example, a 1.0 FTE staff member who is supported at 30% through MIECHV grant funds and 70% through expansion would be reported as 0.3 FTE in MIECHV and .70 FTE in Expansion.

Updated video coming soon.

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Note: To be considered submitted timely the official submission must be received through the Family Support Data system. This template is only being provided to help with collection of the data throughout the quarter.

Do not exceed 60 Minutes or the reports will not save.
Please save as you complete each section using the save option at the bottom of the screen.

Step 1: Select Quarterly Narrative from the Report List

Step 2: Generate the Report by selecting the Quarter End Date and Calendar Year

Step 3: Enter all relevant information regarding your current EBHV, Family Support Programs, and Funding

Step 4: To respond to a specific section you can hover over the header to determine what is needed in the response.

Step 5: Once all areas have been completed you may submit the report. Please note if you Save the Report that does not finalize the submission.

Step 6: If you are receiving MIECHV or CBCAP American Rescue Plan funding, select Yes on the supplemental questions to complete those sections of the report.

Step 7: If you have saved the report and want to continue to edit you will have to select edit on the report list.

Step 8: Once finalized click Submit. The report will then be reviewed by your designated Family Support Consultant or TA from the Center for Schools and Communities, they may add comments. You can view the comments by scrolling to the right on the report list.

Step 1: If you add a Quarterly Narrative with the wrong date by mistake you can delete it from your list. As long as you have not submitted it. In the example below you can see the bottom report in the list does not have delete as it has been submitted.

Step 2: After selecting delete confirm that you wish to delete the report by selecting yes.

To respond to a specific section you can hover over the header to determine what is needed in the response.

Monthly Reports

Family, Caregiver, Child Demographics 

Entered for each Family, Caregiver, and Child, Updated as needed*, and at exit from program. 
*Required to be updated between 6/1 and 6/30 and 9/1 and 9/30 each year

Primary Caregiver & Child(ren) Performance Measure Data

Entered for each primary parent/caregiver and child(ren) at the appropriate timelines based upon enrollment in evidence-based home visiting programs. Programs should attempt to complete all Performance Measures and not skip a screening because it does not fall on the exact date in the data system. 

Monthly Enrollment Report 

Monthly CQI PDSA

Every Other Month Reports

Staffing Report

Quarterly Reports

Quarterly Program Narrative Report

Quarterly Expenditure Report

Twice a Year Reports

Children’s Trust Fund Outcomes Report

Demonstrates progress toward outcomes and indicators. Submitted through the CTF Uploader.

Yearly Reports

CQI Team Plan 

Fiscal GL Reconciliation 

Fiscal Audit  

As Needed or Required Reports

Staffing Vacancy Report  

CQI Summary Report

Grant Renewals 

The report is named “Demographics Export” on the Report List on the Agency Dashboard, and is available to Agency Administrator and Agency Data user types. These two types have access to all family data for an agency. Contact the RA Account if you believe you need a different user type. 

Input report criteria
(All Values are Required)

Reporting Period Start Date* &
Reporting Period End Date* 

The reporting period dates determine which families are included in the demographics export. The export will include Children and Caregivers who were actively enrolled at any point during your chosen reporting period. 

County*

This is the county of residence entered as part of the Caregiver’s address. For Children, the Caregiver’s county of residence is used. 

EBHV or Family Support Program Model & Funding Stream*

Currently, program type and funding are required entries, meaning that each export can only include data for families enrolled in one program and one funding type. 

“Submit” to download your chosen Demographics Export

After a few seconds, an Excel file titled “AgencyDemographicsExport” will be downloaded containing your Demographic data. 

Demographic Export Tables

Count of Participants – Included: All Primary Caregivers and Children matching the chosen export criteria

Primary Caregivers by Age – Included: All Primary Caregivers matching the chosen export criteria

Children by Age – Included: All Children matching the chosen export criteria

Participants by Ethnicity – Included: All Primary Caregivers and Children matching the chosen export criteria

Participants by Race – Included: All Primary Caregivers and Children matching the chosen export criteria

Marital Status – Included: All Primary Caregivers matching the chosen export criteria

Education Attainment – Included: All Primary Caregivers matching the chosen export criteria

Measure Fifteen (EBHV Programs only) – Included: Primary Caregivers that did not have a high school diploma or equivalent at enrollment.  Measure fifteen is collected as part of the Caregiver demographics though it is an EBHV Performance Measure. 

Education Status – Included: All Primary Caregivers matching the chosen export criteria

Employment Status – Included: All Primary Caregivers matching the chosen export criteria

Housing Status – Included: All Primary Caregivers matching the chosen export criteria

Primary Language Spoken at Home – Included: All Children matching the chosen export criteria

Household Income – Included: All Families matching the chosen export criteria

Priority Populations Tables – Included: All Families matching the chosen export criteria
– Pregnant Under 21
– History of Abuse or Neglect
– History of Substance Abuse
– Substance Abuse Treatment
– Tobacco Use
– Low Student Achievement
– Developmental Delays
– Military
– Disability Benefits

Status or Exit Reason – Included: All Families matching the chosen export criteria This table displays the current status of each family, as of the date you download the export. If the family is not active or on hold, the Exit Reason is listed.

Health Insurance – Included: All Primary Caregivers matching the chosen export criteria

Source of Medical Care – Included: All Primary Caregivers matching the chosen export criteria

Source of Dental Care – Included: Children above 1 year of age matching the chosen export criteria

Low Birth Weight – Included: Children of primary caregivers who enrolled prenatally

Prenatal Substance Exposure – Included: Children of primary caregivers who enrolled prenatally

Safe Care Plan – Included: Children who were born affected by prenatal substance exposure