Developed for: Adoption Services Section Office for Children and Families

1. Ohio’s Progress on the Maintenance of Demographic Data on PCSA Prospective Adoptive FamiliesAugust 2005 Developed for: Adoption Services Section Office for Children and Families Ohio Department of Job and Family Services By: Hornby Zeller Associates, Inc.

2. Purpose • Ohio’s Program Improvement Plan calls for steps to better assure FACSIS information regarding resource families is accurate and up-to-date. • Why? • Ohio must have in place a process for ensuring diligent recruitment of potential foster and adoptive families that reflect the ethnic and racial diversity of children for whom homes are needed (PIP Item #44). • Without adequate data, it is difficult to measure progress toward that goal. • This presentation shows the progress toward data improvement made in SFY 2005.

3. Methodology • In SFY 2005, the ODJFS Quality Assurance vendor developed county-specific lists of prospective adoptive families* with missing demographic data. • Quarterly Missing Demographic Data reports were distributed in September and December 2004 and March and June 2005. • Public children services agencies are tasked with updating these records. *While PIP Item #44 refers to both foster and adoptive families, prospective adoptive families are the focus of the Missing Demographic Data reports.

4. Progress: Race (FACSIS Event 814 and 818) • Almost all records contain the race of the primary caregiver. • While this is true, the proportion of records with race recorded is declining over time. • - As of June 2005, 120 of the 2,233 prospective adoptive families in FACSIS are missing the race of the primary caregiver.

5. Entering Race Data in FACSIS • FACSIS events 814 and 818 are the events PCSAs enter to record race. • FACSIS events 274 and 276 are the events PCPAs and PNAS enter to record race. • Instructions on how to enter race data are in the Micro-FACSIS Usage Document at: http://jfs.ohio.gov/ocf/FACSIS/usage/Adoption.pdf

6. Progress: Ethnicity (FACSIS Event 814 and 818) • Again, a large proportion of records contain the ethnicity of the primary caregiver. • Since the start of the effort to update demographic data, there has been improvement.

7. Entering Ethnicity Data in FACSIS • FACSIS events 814 and 818 are the events PCSAs enter to record ethnicity. • FACSIS events 274 and 276 are the events PCPAs and PNAS enter to record ethnicity.

8. Progress: Family Structure (FACSIS Event 812) • While family structure is not part of the PIP goal to improve FACSIS data, it can help to inform recruitment strategies. • In December 2004, 89.5% of records had family structure recorded. By June 2005, that proportion rose to 91.6%.

9. Entering Family Structure Data in FACSIS • FACSIS event 812 is the event PCSAs enter to record family structure. • FACSIS events 274 and 276 are the events PCPAs and PNAS enter to record family structure.

10. Progress • The initial goal in the PIP indicated that half of PCSA prospective adoptive families would have race data recorded in FACSIS. • This goal has been achieved. • ODJFS will continue to work with PCSAs to increase the recording of race data. • Another indication of progress toward the goal is the reduction in the number of agencies receiving Missing Demographic Data reports.* • 35 in December 2004 • 26 in March 2005 • 15 in June 2005 *Note: The methodology used for the September quarterly reports was modified and, therefore, cannot be used meaningfully as a marker of progress.

11. Data Improvement Implications • In addition to race, ethnicity and family structure, improvement in other demographics will enhance ODJFS’ analysis and identification of successful adoptive family characteristics. • This analyses will ultimately aid in planning effective recruitment strategies.

12. Other Data Improvement Needs

13. Entering Additional Demographic Data in FACSIS • Instructions for entering the data on religion, education, age, marital status are in the Micro FACSIS Usage Document, Section J - Resource Registration.

14. Data Improvement Implications • Improved data about the characteristics of adoptive resource families can guide recruitment strategies by answering the following questions: • What does the current pool of waiting families look like? How are they different than those who actually adopt? • Which families tend to adopt? How can we recruit more of these families? • Are there segments of the population that are underrepresented or untapped? • Are there commonalities among existing resource families who are not adopting? How can we work to move them to adoption?

15. Contacts for Help with FACSIS • The FACSIS/SACWIS Help Desk currently provides support relating to the FACSIS and SACWIS child welfare systems. • Phone: (614) 466-0978 or (800) 686-1580, Menu option 3, then 5. • E-mail: FACSISHelpDesk@odjfs.state.oh.us

16. Contact for Help with Adoption Issues • If you have any questions about the Program Improvement Plan or other adoption related issues contact: • Phone: (866) 886-3537, Menu option 4. • E-mail: Help-Desk-OCF-@odjfs.state.oh.us.