The Children’s Bureau develops technical bulletins (TBs) to supplement official guidance and assist states and tribes in implementing child welfare policies and practices. Below are the current technical bulletins to supplement AFCARS 2020 reporting, based on the AFCARS Final Rule published May 12, 2020 (85 FR 28410 ) and resources for AFCARS 1993 which ended October 17, 2023.
AFCARS 2020
- Publication Date: October 29, 2020, Revised: September 28, 2023.
- This TB gives reporting instructions and provides examples for the AFCARS 2020 out-of-home care and adoption and guardianship assistance data elements.
Technical Bulletin #21: XML File Structure & Encryption
- Publication Date: January 15, 2021, Revised: October 10, 2023.
- This TB provides agencies with information required to create the AFCARS data files. It provides technical specifications on the structural layout of the XML data and shares the XML schema for the files. It also covers information on encryption of the file records.
Technical Bulletin #22: Reporting Population and Data Extraction
- Publication Date: June 22, 2021, Revised: October 2, 2023.
- This TB addresses how to extract data for the Out-of-Home Care and Adoption and Guardianship Assistance Files defined in AFCARS Technical Bulletin #21. Additionally, this document includes guidance on extracting corrected files (previously referred to as subsequent files) after the required AFCARS reporting periods.
Technical Bulletin #23: Compliance and Penalties
- Publication Date: June 23, 2021, Revised: October 6, 2023.
- This TB provides title IV-E agencies with information on how compliance is determined and how penalties are assessed for noncompliant file submissions.
AFCARS 2020 Trainings
| Title |
Date |
|---|---|
| XML Concepts | March 29, 2023 |
| Validating an XML file | March 8, 2023 |
AFCARS 2020 Webinars
| Title |
Date |
|---|---|
| AFCARS and IV-E Prevention Services Data | October 30, 2023 |
| NCWDMS Updates and AFCARS 2020 Questions and Answers | April 24, 2023 |
| Updates on NCWDMS and AFCARS 2020 Reporting | March 27, 2023 |
| Participation in the Pilot and Use of NCWDMS Part 2 | February 6, 2023 |
| Participation in the Pilot and Use of NCWDMS | January 9, 2023 |
| New Technical Bulletins and Intro to NCWDMS | December 12, 2022 |
| Office Hours Aug. - Oct. 2022 | October 17, 2022 |
| Compliance and Penalties | June 13, 2022 |
| Implementation | June 28, 2021 |
| AFCARS XML Submission — Questions and Answers | January 11, 2021 |
| AFCARS Technical Bulletin #20 - Questions and Answers | November 23, 2020 |
| Early Planning for the Submission of the New AFCARS | August 31, 2020 |
| Overview of the AFCARS 2020 Final Rule | June 24, 2020 |
AFCARS 1993
- Technical Bulletin #1 - Data Elements - This TB provides overview information on the Adoption and Foster Care Analysis and Reporting System (AFCARS) foster care and adoption data elements.
- Technical Bulletin #2 - Disability Information - This TB provides title IV-E agencies with information on how to correctly map certain diagnosed conditions from an agency's information system to the Adoption and Foster Care Analysis and Reporting System (AFCARS).
- Technical Bulletin #3 - Frequency Report - This TB provides information on how to interpret the Adoption and Foster Care Analysis and Reporting System (AFCARS) frequency report and how to install and execute the AFCARS Frequency Report Utility, Version 2.1.
- Technical Bulletin #4 - Data Compliance - This TB provides guidance on the standards used to determine compliance on the semi-annual Adoption and Foster Care Analysis and Reporting System (AFCARS) data files.
- Technical Bulletin #5A - Data Quality - This TB provides information to title IV-E agencies on how to interpret the data quality reports generated by the Federal AFCAR System on each semi-annual AFCARS data submission.
- Technical Bulletin #5B - Data Quality Utility, Version 2.1 - This TB is intended to give a more technical description of how the Data Quality Utility works.
- Technical Bulletin #6 - Data Extraction - This TB addresses the extraction of data for submission to the Federal Adoption and Foster Care Analysis and Reporting System (AFCARS).
- Technical Bulletin #7 - Encryption Guidelines and Algorithms - This TB provides title IV-E agencies with guidance in encrypting record numbers in the Adoption and Foster Care Analysis and Reporting System (AFCARS) data file submissions.
- Technical Bulletin #8 - AFCARS Encryption/Decryption Utility: C Version 2.1 - This TB provides guidance for installing and executing the Adoption and Foster Care Analysis and Reporting System (AFCARS) Encryption/Decryption Utility.
- Technical Bulletin #9 - Data File Format - This TB supplements information in 45 CFR 1355.40, and the Appendices to Part 1355 by providing additional guidance on the AFCARS file format and the proper naming convention to be used for AFCARS files.
- Technical Bulletin #10 - Footnote Guidance - This TB provides information on the types of information that title IV-E agencies may wish to include in explaining their Adoption and Foster Care Analysis and Reporting System (AFCARS) data and provides the format for submitting footnotes.
- Technical Bulletin #11 - Electronic Data Transmission - This TB provides information on the Children’s Bureau’s electronic data transfer (EDT) protocols for the transmission of AFCARS data files by title IV-E agencies.
AFCARS 1993 Child Welfare Policy Manual
The Child Welfare Policy Manual contains policy questions and answers applicable to child welfare programs operated by the Children's Bureau. Section 1 includes the information related to AFCARS.
AFCARS 1993 Software Utilities
The Children's Bureau has the following software utilities available for download: Data Compliance Utility (DCU), Data Quality Utility (DQU), and the Frequency Utility (SFU). These utilities will assist title IV-E agencies in preparing and submitting AFCARS 1993 data files.
Data Compliance Utility
The DCU contains the same data compliance checks as the federal AFCARS and creates a report showing if a title IV-E AFCARS file meets federal standards. The Children's Bureau recommends that title IV-E agencies use this utility before sending in their AFCARS submissions, as well as on an ongoing basis, to identify and correct problematic data. Title IV-E agencies may download the DCU, which is a self-extracting file; TB #4, which provides information about its use and installation; and other supporting documentation.
Data Quality Utility
The DQU performs comprehensive checks on AFCARS data to help title IV-E agencies assess and improve data quality. The Children's Bureau recommends that title IV-E agencies use this utility to identify and correct data quality problems prior to submitting AFCARS data, as well as on an on-going basis. Title IV-E agencies may download the DQU, which is a self-extracting file; TB #5a, which provides information about its use and installation; TB #5b, which provides a more technical description about how the DQU works; and other supporting documentation.
Frequency Report Utility
The FRU is part of the ongoing AFCARS technical assistance provided to title IV-E agencies by the Children's Bureau. The FRU can generate a report that provides an overview of the number and type of raw responses being generated for a particular data element to help title IV-E agencies assess and improve data quality. Title IV-E agencies may download the FRU, which is a self-extracting file, and TB #3, which provides information about its use and installation.