Demographics

Family Demographics
(Previously Household)

Collected
At Enrollment
Update between June 1st and June 30th each year. 
Update between Sept 1st and Sept 30th each year.
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.

*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). 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). The 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 annually thereafter. To determine household income in relation to the federal poverty guidelines, the awardee will need to know the household income and the number of household members reported in the household (both home visiting enrollees and non-enrollees). The number should include all participants in the program, plus anyone else living in the home who provides financial support to the family.

Income Calculations
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| FS 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). 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. Added July 2019 per HRSA. 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”

Enrollment: Caregiver

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 Not required

*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 state contracts.
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 as 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.

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

Multips Pilot (NFP EBHV 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.

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

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: Caregiver

Collected
At Enrollment or Within 15 Days of Enrollment
Update between June 1st and June 30th each year.
Update between Sept 1st and Sept 30th 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.
Please note that when entering Zip Codes. That they can only be 5 digits, entering more than 5 digits will cause the demographic informaiton to not save

Q) What address do I use if the Caregiver is homeless and has not idenfitied 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 – In general discussions, the concept of “gender” is often confused with the concept of “sex,” and the terms are used interchangeably.

These two concepts are not the same: Sex is based on the biological attributes of men and women (chromosomes, anatomy, hormones). Gender is a social construction whereby a society or culture assigns certain tendencies or behaviors the labels of masculine or feminine.
These assignments may differ across cultures and among people within a culture, and even across time.

Gender may or may not correspond directly to sex–depending on the society or culture or period. That means, for example, that people may associate themselves with femininity (as defined by their culture) while being biologically male.

This question wording very specifically intends to capture a person’s biological sex and not gender.

*Pregnancy Status – Is the caregiver pregnant, or not pregnant. Pregnancy: The state of carrying a developing embryo or fetus within the female 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.

NFP
Because this Model does not serve the second child 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 woman. Normal pregnancies last between 37 and 42 weeks.

*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).

*Plans of Safe Care  Plans of Safe Care, which are required by federal and state laws, are expected to be informed by cross-systems partners and through the meaningful engagement of the infant’s family. The development and management of the plan is to improve the safety, early childhood development, and well-being of the infant and the infant’s family. The plans are individualized and multigenerational. The plans should assess the needs of the infant and family and then connecting the infant and family to cross systems and generational services and supports. The goal of the Governor’s Institute on Plans of Safe Care is to operationalize new requirements from the federal Child Abuse Prevention and Treatment Act CAPTA), which requires that all infants who are born substance exposed be given a plan of safe care prior to discharge from the hospital.

*Race – A Caregiver’s response to the race question is based upon self-identification. Caregiver may choose to report more than one race to indicate their racial mixture, such as “American Indian” and “White.” Caregivers who identify their origin as Hispanic, Latino, or Spanish may be of any race. The racial categories included in the demographics generally reflect a social definition of race recognized in this country and not an attempt to define race biologically, anthropologically, or genetically. It is recognized that the categories of the race item include racial and national origin or sociocultural groups.

*Ethnicity – Ethnicity determines whether a person is of Hispanic or Latino origin or not. For this reason, ethnicity is broken out in two categories, Hispanic or Latino and Not Hispanic or Latino. Hispanics may report as any race.

*Legal Martial Status – The legal marital status refers to the marital status of a person under the law. Current official legal status, meaning if Currently Divorced but living with a 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.

*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 30 or more hours per week. Part-time is defined as working less than 30 hours per week. The status of a caregiver on the basis of the contract of work or duration of work done. 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.

Question 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?

Answer Per our federal partners a Caregiver who is currently laid off and not working would be considered “not employed”.

Data Entry Guidance 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.

*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) – Caregiver is currently enrolled in High School or a GED program. Caregiver has already obtained a High School diploma or equivalent. Caregiver has not obtained High School Diploma or equivalent. Equivalent i.e. General Educational Development (GED).

Update: Caregiver

Collected
As needed if a change occurs (by the 10th of the following month when notified of the change)
Update between June 1st and June 30th each year.
Update between Sept 1st and Sept 30th each year.
Entries Marked with * are required

*Question – Are there any changes to the demographics for the Caregiver (6/30) and (9/30)?
– Select yes – If confirming that entries on the Demographics Update have changed.
– Select No – If confirming that no entries on the Demographics Update form have changed.

See Caregiver Demographics Above for definitions of demographic entries.

* Reason for Exit – Reason for exit from program.

Exit: Caregiver

Collected
When exited from all Programs in the system
Entries Marked with * are required

*Exit – Should be completed only if the caregiver is exiting from all programs enrolled in. If remaining active in any programs, Update Caregiver instead of exiting.

*Date of Exit – The effective date that the caregiver is no longer active in the program, if enrolled in multiple programs and exiting from only one program please Update the Caregiver.

* Reason for Exit – Reason for exit from program. Select all that apply

Demographics: Child

Collected
At Enrollment or first visit after birth if caregiver enrolled prenatally
Update between June 1st and June 30th each year.
Update between Sept 1st and Sept 30th 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.

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 – In general discussions, the concept of “gender” is often confused with the concept of “sex,” and the terms are used interchangeably.

These two concepts are not the same: Sex is based on the biological attributes of men and women (chromosomes, anatomy, hormones). Gender is a social construction whereby a society or culture assigns certain tendencies or behaviors the labels of masculine or feminine.
These assignments may differ across cultures and among people within a culture, and even across time.

Gender may or may not correspond directly to sex–depending on the society or culture or period. That means, for example, that people may associate themselves with femininity (as defined by their culture) while being biologically male.

This question wording very specifically intends to capture a person’s biological sex and not gender.

*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.)

*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.

*Born Substance Exposed / 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.

*Race – A Caregiver’s response to the race question is based upon self-identification for their child. Caregiver may choose to report more than one race to indicate their racial mixture, such as “American Indian” and “White.” Caregivers who identify their origin as Hispanic, Latino, or Spanish may be of any race. The racial categories included in the demographics generally reflect a social definition of race recognized in this country and not an attempt to define race biologically, anthropologically, or genetically. It is recognized that the categories of the race item include racial and national origin or sociocultural groups.

*Ethnicity – Ethnicity determines whether a person is of Hispanic or Latino origin or not. For this reason, ethnicity is broken out in two categories, Hispanic or Latino and Not Hispanic or Latino. Hispanics may report as any race.

*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) No.

Update: Child

Collected
As needed if a change occurs (by the 10th of the following month when notified of the change)
Update between June 1st and June 30th each year.
Update between Sept 1st and Sept 30th each year.
Entries Marked with * are required

See Child Demographics Above for definitions of demographic entries.

Exit: Child

Collected
When exited from all Programs in the system 
Entries Marked with * are required

*Exit – Should be completed only if the child is exiting from all programs enrolled in. If remaining active in any programs, Update Child instead of exiting.

*Date of Exit – The effective date that the child is no longer active in the program, if enrolled in multiple programs and exiting from only one program please Update the Child.

* Reason for Exit – Reason for exit from program. Select all that apply.

Exit Reasons: Caregiver and Child

Child no longer in family’s custody – Parental Rights terminated

Caregiver received what s/he needs from program – Caregiver did not complete program but felt that it had addressed their needs

Completed Program – Caregiver graduated from program per model or program criteria

Dissatisfied with Program – Caregiver expressed dissatisfaction with program

Excessive missed appointments/attempted visits – Unable to provide services to Caregiver based on this reason.

Family Support Staff resigned, refused new Family Support Staff – Family Support Staff refers to Home Visitors, Nurse-Home Visitors, Group Facilitators, etc.

Miscarried/Fetal Death/Child Death

Moved Out of Service Area – Caregiver/family moved outside of agency’s service area and unable to provide services

Pressure from Family – Report by Caregiver receiving pressure from family to leave program

Safety of Family Support Staff – Safety of Home Visitor, Nurse-Home Visitor, Group Facilitator, etc.

Unable to contact/Unable to locate – Caregiver or Family not returning points of contact

Enrolled in another Program – Caregiver left program to enroll in an alternative program

Other – Please specify

On Hold: Caregiver and Child

Step 1: First Go to the Family Dashboard on the Family you would like to put “On Hold”.

Child

Step 2: Click exit on the Child.

Step 3: In the Date of Exit field enter the date the Child is being placed “On Hold”.

Step 4: For the Reason for Exit Question select: “Currently Enrolled but not actively participating in program (On hold)”.

Step 5: After 90 days the Child will automatically be switched to exitied from “On Hold”.

Caregiver

Now the option to “Exit” (In this Case Placing them “On Hold” is the same as exiting) the Caregiver should display back on the Family Dashboard.

Step 6: Exit the Caregiver and follow the Steps 3, 4, and note number 5 above.

Step 7: If the CTF Outcomes Display and the Family is not supported by CTF select No for all.

Step 8: Measure 15 (Primary Caregiver Education) may display if the Caregiver enrolled without a High School diploma or equivilant answer with the last known status of the Caregiver.

Step 9: Family will be moved to inactive list (Link to inactive families is at the bottom of the Family List).

Step 10: If the family returns to services find that Family on the inactive list and “un-exit” the Caregiver first and then the Child.

Use the date they returned to services as the Un-Exit Date as this will hide any Performance Measures that were due during the time they were “On Hold”.