minnesota youth in transition database module youth in transition database module ... final 10/18/10...

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Social Services Information System (SSIS) Version 5.4 FINAL 10/18/10 Training Module: MN Youth in Transition Database (MNYTD) of 60

Minnesota Youth in Transition Database Module

Table of Contents HISTORY OF NATIONAL YOUTH IN TRANSITION DATABASE (NYTD) .............................. 3

OVERVIEW OF MINNESOTA’S YOUTH IN TRANSITION DATABASE (MNYTD) ................ 3

REQUIREMENTS FOR DATA COLLECTION AND ENTRY OF MNYTD YOUTH IL SERVICES .................................................................................................................................................... 4

REQUIREMENTS OF THE MNYTD YOUTH BASELINE SURVEY AND CONTACT SHEET . 5

SSIS TREE VIEW STEP‐BY‐STEP NAVIGATION .............................................................................. 6

To view the Adolescent Services folder: ................................................................................................ 7 ADOLESCENT SERVICES FOLDER STEP‐BY‐STEP NAVIGATION ................................................................ 7 To view the contents of the Adolescent Services folders: ...................................................................... 7

ADOLESCENT SERVICES ACTION MENUS ................................................................................................. 7

MNYTD IL SERVICES FOLDER ...............................................................................................................9

To open a new MNYTD IL Services screen: ......................................................................................... 9 To enter information in the MNYTD IL Services screen: .................................................................... 9 To access the MNYTD IL Services blue help text: .............................................................................. 13

MNYTD NOTICE OF PRIVACY PRACTICES ............................................................................................. 14 CHRONOLOGY FOLDER ............................................................................................................................15 To access the MNYTD Notice of Privacy Practice from the Chronology folder: ................................ 15

MNYTD NOTICE OF PRIVACY PRACTICES ............................................................................................. 15 To print the MNYTD Notice of Privacy Practice from the Chronology folder: ................................ 16To print the MNYTD Notice of Privacy Practice from the Adolescent Services folder: ..................... 17 To print the MNYTD Notice of Privacy Practice from Tools – General Reports: .............................. 17

MNYTD SURVEY/CONTACT FOLDER ............................................................................................. 18

To access either a New MNYTD Survey or a New MNYTD Contact: .............................................. 18 MNYTD SURVEY FOLDER ....................................................................................................................... 18 To open a New MNYTD Survey: ....................................................................................................... 18

FEDERAL NYTD SURVEY QUESTION DEFINITIONS ................................................................................ 24

PRINTING THE MNYTD SURVEY ..................................................................................................... 32

To print either a Blank Survey or a Completed MNYTD Survey: ..................................................... 32

MNYTD CONTACT FOLDER ............................................................................................................... 34

To create a New MNYTD Contact: .................................................................................................... 35 To complete the MNYTD Contact screen: .......................................................................................... 35

PRINTING CONTACT SHEETS ........................................................................................................... 38

To print a Blank Contact Sheet from the Adolescent Services folder: ................................................. 38

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To print completed Contact Sheets from the Adolescent Services folder: ........................................... 39 To print blank Contact Sheets from Tools – General Reports: ............................................................ 40

MNYTD SURVEY – EXTRA CONTACT SHEET SELECTION ...................................................................... 40 ................................................................................................................................................................. 40

CHAFEE/SELF LEGACY FOLDER ........................................................................................................ 41

To view the information stored within the Chafee/SELF Legacy folder: ............................................. 41 To view a specific Chafee/SELF Legacy entry: .................................................................................... 41

MNYTD SEARCHES ............................................................................................................................... 42

ACCESSING MNYTD SEARCHES ............................................................................................................ 42 MNYTD IL SERVICES SEARCH ............................................................................................................... 42 To access an MNYTD Search from Searches/Logs: ............................................................................ 42

MNYTD IL SERVICES SEARCH ............................................................................................................... 43 To begin an IL Services Search: .......................................................................................................... 43

MNYTD SURVEY SEARCH ...................................................................................................................... 46 To begin an MNYTD Survey Search: ................................................................................................ 46

MNYTD SURVEY DUE SEARCH ............................................................................................................. 49 To begin an MNYTD Survey Due Search: ......................................................................................... 49

ADOLESCENT SERVICES GENERAL REPORTS ............................................................................ 53

To access MNYTD General Reports: .................................................................................................. 53 To email the MNYTD Survey Report: .................................................................................................. 59

RESOURCES ............................................................................................................................................ 60

DHS BULLETINS: ..................................................................................................................................... 60 ADDITIONAL MNYTD VPC TRAINING HANDOUTS: ............................................................................ 60

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History of National Youth in Transition Database (NYTD)

In 1999, Congress passed the John H. Chafee Foster Care Independence Program (CFCIP). This law provides States with flexible funding to support the provision of Independent Living Skills (ILS) programs to assist youth in making successful transitions from foster care to independent living. Minnesota’s acronym for its own adolescent life skills program was initially entitled SELF which signified ‘Support for Emancipation and Living Functionally.’ The National Youth in Transition Database (NYTD) was established in response to broader data collection requirements by the federal government regarding youth who receive ILS Services. Minnesota will utilize its existing SACWIS System, SSIS (Social Services Information System), to collect the required youth data for federal NYTD reporting.

Overview of Minnesota’s Youth in Transition Database (MNYTD) In 2008, DHS began strategic planning towards the implementation of MNYTD (Minnesota’s Youth in Transition Database) as a means to meet the new federal requirements for ILS Services to youth. The first MNYTD agency requirement includes the documentation of all IL Services, provided for youth either at home or in out‐of‐home placement, within an LSSA case. This data is to be collected, at a minimum, once every six months. The second MNYTD agency requirement reflective of NYTD is the youth’s completion of an IL Survey, with the assistance of the LSSA, with all youth in foster care either on or within 45‐days of their 17th birthday. This IL Survey is required to be completed on this population every third Federal Fiscal year.

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Requirements for Data Collection and Entry of MNYTD Youth IL Services The data privacy of each youth reported to NYTD is protected; states use the same encrypted identification number for the youth that is used to report related required information to the Adoption and Foster Care Analysis and Reporting System (AFCARS). All states must implement the NYTD requirements and have a working system in place to collect the data by October 1, 2010. The first data transmission to ACF is for the reporting period of 10/01/2010 through 03/31/2011, and is due by May 15, 2011. SSIS entry of IL Services is minimally required on a semi‐annual basis regarding the following population:

• All eligible youth identified as; ‐Age 14 through 20 (up to 21)

‐Currently in out‐of‐home care or discharged at age 14+ ‐Receiving any of the sixteen identified ILS Services

‐Supervised by the LSSA ‐Regardless of the SSIS workgroup ‐Regardless of the youth’s age or permanency plan ‐ILS Services include those provided by, if applicable: ‐The foster parents ‐A private agency and/or contracted provider, or ‐A public agency provider outside of the LSSA

‐Primary, secondary, or other agency caseworkers ‐Regardless of the payment source for the services, including ‐Regardless of whether Chafee funds were used.

The semi‐annual timeframes in which DHS draws the statewide MNYTD data from SSIS is constant. Agencies should ensure that the SSIS MNYTD Service Screen for each youth receiving IL Services during each Federal Fiscal Reporting Period (10/01 – 03/31 and 04/01 – 09/30). Services are to be entered every six months by:

• March 31, and • September 30 of each calendar year.

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Following the end of each six‐month reporting period, a new MNYTD Services Screen is created in SSIS and youth ILS data is entered accordingly. Entries from preceding reporting periods will no longer be editable.

Requirements of the MNYTD Youth Outcome Survey and Contact Sheet The MNYTD Survey is the second area of required data collection, and is newly implemented into SSIS. The purpose of the MNYTD surveys is to measure each state’s outcomes for youth who were in out‐of‐home placement. The MNYTD Survey is specific to the following youth population:

• All youth identified as being ‐In out‐of‐home placement ‐On or within 45 days of their 17th birthday • When at least ‐One or more of the eligible days the youth was in foster care, ‐The out‐of‐home placement is classified as having been either paid for or provided by the LSSA.

Because it is the youth whose answers are being surveyed, it is critical that the caseworker assisting in the survey’s completion record only those responses expressly provided by the youth. There are three age groups within the MNYTD survey requirements; however, the LSSA is only required to collect surveys on the17‐year‐old age group. This is referred to as the Baseline Population. Agencies must begin again to complete new MNYTD Surveys (and corresponding Contact Sheets) on another Baseline Population of 17‐year‐old youth every three Federal Fiscal Years. Both of the Follow‐Up Surveys for ages 19 and 21 will be collected by a private vendor hired by DHS. Completion of the MNYTD Survey with the youth additionally requires completion of the MNYTD Contact Sheet. The Contact Sheet provides a means for the youth to identify persons, locations, or methods of contact that may be utilized by the vendor to locate the same youth again at age 19 and even later at age 21.

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MNYTD Step‐by‐Step Navigation

The new Adolescent Services folder replaces the previous Chafee/SELF folder. The Adolescent Services folder houses three sub‐folders allowing for the entry of IL Services to youth, as well as completion of the MNYTD Survey to eligible youth within the baseline population every third FFY. Entry of this data meets the requirements for Minnesota’s state reporting of youth services to NYTD. Following the SSIS Version 5.4 Release, the previously‐titled Chafee/SELF folder will no longer be accessible to enter data, but will appear within the new Adolescent Services folder as a legacy folder holding all previous SELF data. The Adolescent Services folder is comprised of three folders, one of which has two sub‐folders:

• MNYTD IL Services folder • MNYTD Survey/Contact folder ‐Survey folder ‐Contact folder • Chafee/SELF Legacy folder.

Tree View – Adolescent Services Folder

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To view the Adolescent Services Folder:

1. Expand the Participants folder. 2. Select the youth’s individual Client node. 3. Click the (+) to expand the Adolescent Services folder. 4. View the resulting three sub‐folders.

New Adolescent Services entries may be made by accessing any of the Action menus or accessing the MNYTD Quick Add buttons on the SSIS toolbar.

Adolescent Services Action Menu

SIS Tree View Toolbar – MNYTD Quick Add Buttons

To Access New MNYTD IL Services, MNYTD Survey or MNYTD Contact:

1. Right‐click on the Adolescent Services folder, or access the Action menu.

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Or,

2. From the Tree View toolbar, access MNYTD Quick Add buttons. MNYTD IL Services The MNYTD IL Services folder replaces the prior Chafee/SELF folder in that all adolescent independent living skills services that would have been previously recorded on the Chafee/SELF screen will now be reported on the MNYTD IL Services Screen. In addition, IL services provided to youth ages 14 through 20 (up to 21), who are currently in placement, or who were discharged from placement at age 14 or older are entered within this screen, whether Chafee funds were used or not.

Best Practice: All Adolescent Independent Living Skills (ILS) Services to a youth ages 14‐20 are to be documented within this folder regardless of whether the child is in foster care, and regardless of the payment source for the service.

Hint: The state will collect Adolescent ILS Services information twice each calendar year. (Previously, this information was collected only once per year). Make certain that the IL Services screen in SSIS is updated with current information prior to the end of the month every March and every September – just prior to the timeframes when the data will be pulled from SSIS. The MNYTD IL Services Grid provides the following information:

• Start Year: The calendar year in which the first month of the six‐month period falls

• Period: The six‐month Federal Fiscal Report Period in which the IL Services were provided (Oct – Mar or Apr – Sept)

• IL Services worker: The caseworker who either arranged for or provided the ILS Service

• Highest level of education completed as the end of the federal reporting period (March 31 or September 30)

• Indication of whether or not the youth has a Specialized Education Plan (IEP) during the six‐month federal reporting period

• Indication of whether the youth was ever adjudicated delinquent.

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New MNYTD IL Services Screen

To Create a New MNYTD IL Services Screen:

1. Right‐click on the MNYTD IL Services folder. 2. Select New MNYTD IL Services in the Action menu. 3. The MNYTD IL Services grid and screen display. 4. Click within the screen so that the fields turn yellow to make them

editable. 5. The Federal Reporting Period Start Year and Period fields automatically

default to the current federal reporting timeframe. 6. Select the IL Services Worker name in the corresponding drop‐down

field. 7. Select each IL Service provided for the youth in the Services Provided

boxes. 8. If Other is selected, type in a description of the IL Service in the Other Description field.

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9. Select the Highest Education Level Completed in the corresponding drop‐down menu.

10. Indicate whether the youth has a specialized education plan by clicking the appropriate radio button in the Does the youth have a specialized education plan? field.

11. Indicate whether the youth has ever been adjudicated delinquent by clicking the appropriate radio button in the Has the youth ever been adjudicated delinquent? field.

12. Click Save.

Hint: The MNYTD IL Services screen can and should be updated as new or additional IL Services are provided to the client. Only one screen is created every six months.

Hint: Caseworkers can schedule an SSIS Worker Reminder for themselves to ensure that they are checking the MNYTD IL Service screen regularly. The IL Services screens should be rechecked prior to the end of the reporting periods at the end of the month each March and September to make certain that all IL Services provided to each youth have been entered for the preceding six months. MNYTD IL Services Context Sensitive Help The MNYTD IL Services screen provides help text to assist in determining the appropriate category in which to record a particular IL Service. The help text appears in SSIS as displayed below. Services Provided Blue Help Text

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NYTD IL Services Definitions – SSIS Help Text

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To Access the MNYTD IL Services Blue Help Text:

1. On the IL Services screen, double‐click on the blue text heading Select all services provided during the federal reporting period.

2. The IL Services NYTD Definitions – Services Provided definitions display.

3. Click anywhere outside of the dialog box to exit the help text.

Help text is also available regarding the three questions at the bottom of the IL Services Screen. Each question appears in blue help text; further explanation regarding each question is similarly accessed by double‐clicking on the question. Highest Education Level Completed Blue Help Text

Specialized Education Plan Blue Help Text

Adjudicated Delinquent Blue Help Text

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Handout: Refer to the MNYTD Caseworker Tip Sheet for related case management timeframes to trigger the entry of MNYTD IL Services for all applicable youth on a caseworker’s caseload.

MNYTD Notice of Privacy Practices

The MNYTD Notice of Privacy Practices is a new document that was created specifically for use with the MNYTD Survey and Contact Sheets. Use of the MNYTD Notice of Privacy Practices is required prior to conducting the MNYTD survey. Because the MNYTD Notice of Privacy Practices is specific to both the Baseline and Follow‐Up Populations of surveyed youth, it is not replaced by the annual Data Privacy Notice. It must be provided additionally along with the MNYTD Survey.

The MNYTD Notice of Privacy Practices was created with assistance from youth groups in Minnesota specific to youth in out‐of‐home placement. This document was designed specifically to address the following issues:

• To explain the purpose behind the MNYTD Survey and its importance • To explain the differences between the Baseline and Follow‐Up

Populations • To define the questions asked and with whom the answers are shared • To explain the youth’s rights in providing answers to the questions and to

provide assurances as to the privacy of their responses. The MNYTD Notice of Privacy Practices does not require either youth or parental signature. The document is provided to the youth for his/her records.

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MNYTD Notice of Privacy Practices

The MNYTD Notice of Privacy Practices can be printed from three separate locations within SSIS: Chronology, MNYTD Survey/Contact folder, and General Reports. The first location is within the Chronology folder.

Chronology Folder

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To Access and Print the MNYTD Notice of Privacy Practices from the Chronology Folder:

1. Right‐click on the Chronology folder and select New Document. 2. The Document: New box displays. 3. Select the <caseworker’s name> in the Author: drop‐down menu. 4. Select the applicable Professional Title: in the corresponding drop‐down

menu. 5. Select <today’s date> in the Date: field. 6. Select State: Adolescent Independent Living Skills in the Document. 7. Select MNYTD Notice of Privacy Practice in the Document Name: field. 8. Enter free text if desired in the Comments/description: field. 9. Click on Open Document. 10. The MNYTD Notice of Privacy Practices displays. 11. Click the Printer icon.

The MNYTD Notice of Privacy Practices appears beneath the Documents folder as a created document in the Tree View, and additionally appears as a created document within the Document grid.

The second location within SSIS where the MNYTD Notice of Privacy Practices is located is Adolescent Services folder.

MNYTD Survey/Contact Folder – Print Notice of Privacy Practices

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To Print the MNYTD Notice of Privacy Practices from the MNYTD Survey/Contact folder:

1. Once a New MNYTD Survey has been created, right‐click on the MNYTD Survey/Contact folder and select Print Notice of Privacy Practices.

2. The MNYTD Notice of Privacy Practices displays. 3. Click the Printer icon.

Thirdly, the MNYTD Notice of Privacy Practices is located within General Reports under the MNYTD reports folder. General Reports ‐ MNYTD Notice of Privacy Practices

To Print the MNYTD Notice of Privacy Practices from General Reports:

1. Click on the Tools menu on the SSIS Toolbar. 2. Select General Reports from the drop‐down menu. 3. The General Reports screen displays. 4. Expand the MNYTD folder. 5. Select MNYTD Blank Forms node.

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6. The MNYTD Blank Forms Setup screen displays. 7. In the Select Form: drop‐down menu, select MNYTD Notice of Privacy Practices.

8. Click the Search button. 9. The MNYTD Notice of Privacy Practices document displays under the Preview tab’s screen.

10. Access the Action Menu and select Print.

Best Practice: All youth who participate in the MNYTD Survey must be provided with the specific MNYTD Notice of Privacy Practices. The document may be used to assist the caseworker in describing the history and purpose behind the MNYTD Survey.

NYTD Survey/Contact Folder The MNYTD Survey/Contact folder Action Menu may be accessed to select either a new MNYTD Survey or a new MNYTD Contact.

Tree View – MNYTD Survey Action Menu

To access either a New MNYTD Survey or a New MNYTD Contact:

1. Right‐click on the MNYTD Survey/Contact folder. 2. Select either New MNYTD Survey or New MNYTD Contact. 3. The selected folder’s corresponding grid and screen display.

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New MNYTY IL Survey The MNYTD Survey grid displays the population the agency is required to Survey, which will always be the Baseline Population, or 17‐year‐old youth. County and tribal agencies are not responsible for either of the Follow‐Up Population Surveys. The Follow‐Up Surveys are conducted on a sample of the Baseline Population at ages 19 and 21. Surveys for each of these populations are completed by a privately hired DHS contractor, The Improve Group. The MNYTD Survey Screen contains the same questions as the paper Survey which may be printed by the caseworker, and completed with the eligible 17‐year‐old client.

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The sections of the MNYTD Survey are as follows: • Survey status • Employment • Financial Support • Education • Experiences • Health Insurance • Health Insurance Coverage.

Best Practice: It is important for the caseworker to understand that the answers given by the youth to the survey questions are to be entered into SSIS exactly as provided by the youth. It does not matter if the caseworker disagrees with the youth’s answer or believes it to be in error. The survey is to be representative of the youth’s opinion only. Caseworkers ‘correcting’ youth answers could skew survey results which will not be representative of the challenges faced by youth within this population. For example, a caseworker may have worked to establish medical coverage for the youth through MA, may have provided that youth with a copy of his/her MA card, and may have taken the youth to medical appointments where the same MA card was used. However, to the survey question ‘Currently are you on Medicaid (MA or MinnesotaCare)?’, if the youth’s response is ‘No’… then ‘No’ is what the caseworker must record because it reflects the youth’s knowledge of their service provision – which is what the survey intends to capture. The lack of knowledge by the youth as to medical coverage would then be addressed by the caseworker as part of good case management practice.

Hint: The MNYTD Survey is to be conducted every FFY (or third calendar year) on all youth who are in agency supervised out‐of‐home placement either on or within the 45‐days following the 17th birthday. A MNYTD Survey Due Search exists within SSIS allowing caseworkers and supervisors to regularly search for youth in placement who meet the requirements for inclusion within the Baseline Population.

Best Practice: Caseworkers are required to visit with each child in out‐of‐home placement on their caseload a minimum of one time per month. It is during this monthly visit that the MNYTD Notice of Privacy Practice, Survey, and corresponding Contact Sheets may be completed with the youth.

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Hint: The MNYTD Survey may be completed as a paper document, but its completion is not documented until the caseworker enters it into SSIS. It is not likely that caseworkers will be entering the MNYTD Survey simultaneously at their workstation with their client, and not all caseworkers have their own laptops providing for immediate survey entry. Caseworkers should print out a blank copy of the survey, extra contact sheets, and the MNYTD Notice of Privacy Practices to take along when meeting with a 17‐year‐old and conducting the survey with the youth. The caseworker may then enter the survey answers upon returning to the agency.

To Complete the MNYTD Survey Status Fields:

1. Right‐click on the MNYTD Survey/Contact folder in the Tree View and

select New MNYTD Survey. 2. The Population field defaults to Baseline 17 year old because this is the

only age group that county and tribal agencies are responsible to survey. 3. The Sample Follow‐up field radio dial button will initially be empty. This

field cannot be entered by the worker. (The Sample Follow‐up field is populated when a youth is selected as part of the follow‐up population.)

4. Enter the Reporting Status within the Survey status section. 5. The Collection Date defaults to today’s date and should be changed if

necessary to reflect the actual date the survey was completed with the youth.

6. The Survey Entry Date defaults to the date the caseworker enters the survey data into SSIS.

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MNYTD Survey Status – Reporting Status Drop‐Down Box The Reporting Status reflects the status of the youth’s participation relative to the survey. Select the most appropriate Reporting Status, based on the criteria below:

• Youth participated: Indicates that the youth agreed to participate in the survey and answered some or all of the survey questions. The youth may decline to answer specific questions within the survey, which are noted by indicating that particular question as decline in the response button.

Hint: Youth who answer some survey questions, and choose to decline other survey questions, still have an overall Reporting Status of Youth participated.

• Youth declined: Indicates that the youth declined to participate in the survey in its entirety and chose not to answer any questions.

Hint: The federal government requires 100% compliance in completing MNYTD Surveys. Caseworkers should encourage youth’s participation by fully explaining the survey and outlining the opportunity it provides to give the youth a national voice regarding the services provided to youth in out‐of‐home placement.

• Parent declined: Indicates that the youth has qualified for the survey because he or she was in out‐of‐home placement on at least one date during the 45 days following the youth’s 17th birthday, but has since

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returned home and a parent, guardian, or other legal custodian is not permitting the survey to be conducted.

Hint: Parental permission is not required for a youth who wishes to participate while the youth remains in out‐of‐home placement because the agency has temporary custody of the youth.

• Youth incapacitated: Indicates that there are cognitive, developmental, mental health, or other barriers which prevent the youth from comprehending, and thereby completing, the survey.

Hint: This selection does not include disabled youth who could complete the survey if special accommodations were provided. For example, it is expected that the survey will be completed if the youth requires it to be read, given in sign language, carefully explained, or provided in the youth’s primary language via an interpreter.

• Incarcerated: Indicates that the youth is in a correctional or detention facility and is additionally prohibited by facility staff from participating in the survey. Examples may include youth in 24‐hour locked and secure facilities, or youth on suicide watch. In order for incarcerated to be selected, the youth must have been prohibited from participating in the survey for the entire duration of the 45‐day survey period.

Hint: It is expected that surveys will be completed on youth housed in regular detention or other types of corrections settings when the caseworker has access to the youth.

• Runaway/missing: Indicates youth who are on run or are otherwise

absent from their out‐of‐home placement for the entire duration of the survey period – all 45 days – would reflect this reporting status.

Hint: For this selection to be valid it is presumed that all reasonable efforts were made by the agency to locate and survey the runaway or missing youth.

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• Unable to locate/invite: Indicates circumstances where the agency is unable to ascertain the youth’s whereabouts to complete the survey during the entire 45 day eligibility period.

Hint: Examples of Unable to locate/invite may include a youth who returned home from placement and subsequently moved with the family, and no forwarding address is known, or the caseworker is unable to contact the youth at their new residence.

• Death: Indicates the youth was deceased during the eligibility period before the survey was completed.

• Not in sample: This is not a selection appropriate for selection for the 17‐ year‐old baseline population. It is only a selection made for purposes of the Follow‐Up Surveys for 19‐year‐old youth when the state has chosen to do a sample, rather than full population reporting. DHS will utilize this selection for federal reporting, but agencies will not use it.

Federal NYTD Survey Question Definitions Each of the MNYTD Survey fields asks questions which are specific to Federal NYTD mandates. Therefore, it is important that the caseworker and, by extension, the youth both understand the context in which the question is intended. To lessen confusion in interpreting the questions, each question has associated help text to assist the caseworker in fully explaining each question. The MNYTD Survey help text is accessed by double‐clicking on the survey question, which will display as underlined text when flying over it with the mouse. A dialog box will then appear to provide further clarification to the question. Survey questions are answered by selecting one of three or four answers within the corresponding radio button. All unanswered survey questions will remain defaulted to Unanswered.

Hint: A youth may Participate in the survey, while still electing to Decline to answer certain questions within the survey.

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To Complete the MNYTD Survey Question Fields:

1. Select the radio buttons within the Employment section that correspond

to the answers provided by the youth: Yes, No, or Decline.

MNYTD Survey – Employment Section

MNYTD Survey – Employment Section Help Text



2. Select the radio buttons within the Financial Support section that correspond to the answers provided by the youth: Yes, No, or Decline.

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MNYTD Survey – Financial Support Section

MNYTD Survey – Financial Support Help Text



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3. Enter the highest degree of education the youth has completed in the corresponding Education drop‐down menu.

MNYTD Survey –Education Section

MNYTD Survey –Education Help Text

MNYTD Survey –Education Help Text

Hint: For the majority of 17‐year‐old youth surveyed, the entry into the Education drop‐down menu will be None of the above because most will not yet have graduated high school, obtained a GED, or completed any of the other post‐secondary educational selections.

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Highest Educational Degree or Certification Drop‐Down Menu

4. Select the radio buttons within the Education section that correspond to the answers provided by the youth: Yes, No, or Decline.

5. Select the radio buttons within the Experiences section that correspond to the answers provided by the youth: Yes, No, or Decline.

MNYTD Survey –Experiences Section

MNYTD Survey –Experiences Help Text


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6. Select the radio buttons within the Health Insurance section that correspond to the answers provided by the youth: Yes, No, Decline or Don’t Know.

MNYTD Survey –Health Insurance Section

MNYTD Survey –Health Insurance Help Text

MNYTD Survey –Health Insurance Help Text

7. Select the radio buttons within the Health Insurance Coverage section

that correspond to the answers provided by the youth: Yes, No, Decline, or Don’t know.

MNYTD Survey –Health Insurance Coverage Section Help Text

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MNYTD Survey –Health Insurance Coverage Help Text



8. Click Save.

Hint: An incomplete MNYTD Survey may not be saved in SSIS. All survey questions must be answered in order to save the survey. To exit an incomplete survey, select the Action menu and select Cancel.

Hint: A new MNYTD Survey may not be completed unless the youth has been cleared to SWNDX.

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Printing the Completed MNYTD Survey Both a blank and a completed MNYTD Survey may be printed by accessing the Action menu.

MNYTD Survey Folder – Print Completed Survey

To print either a Blank Survey or a Completed MNYTD Survey:

1. Right‐click on the Survey folder. 2. Select either Print Blank Survey or Print Completed Survey from the

Action menu. 3. The Print Preview screen displays. 4. Click the Printer icon.

Hint: Note that the blue help text which appears in SSIS is included on the paper MNYTD Survey. This will assist the caseworker in the field to fully explain the contents of each question to help the youth provide the most accurate answer.

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Hint: Note that the fourth page of the MNYTD blank survey provides for Contact Information which should be entered into SSIS to assistDHS‘s private contractor, The Improve Group, in locating the same youth as part of the Follow‐Up Survey Populations at ages 19 and 21.

Hint: Completed Surveys may additionally be printed from the Action menu on the Survey Search.

Hint: Caseworkers who do not use portable laptops with SSIS access in the field are encouraged to print a blank MNYTD Notice of Privacy Practices, MNYTD Survey, and several corresponding Contact Sheets to complete with the youth during the regular monthly contact at the foster care home or other out‐of‐home placement location. The completed MNYTD Survey and Contact information should be entered into SSIS as soon as possible when the caseworker accesses SSIS on the office desktop.

Hint: Agencies may use the MNYTD Survey as both a case planning and transitional tool for youth who are in out‐of‐home placement or who may be aging out of foster care. MNYTD Survey information may be entered into SSIS during non‐federal reporting years if the agency chooses to do so. However, it is not a requirement. The results will not be searchable in the MNYTD Survey Due Search, since the surveys are only “due” in the federal reporting years.

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MNYTD Contact Folder The MNYTD Contact folder houses the completed Contact Screens which may or may not be derived from a paper document completed by the caseworker and the youth. Thorough and detailed contact sheets are critical to the success of both Follow‐Up Population Surveys; the more information they contain, the greater the likelihood that The Improve Group will be able to locate the youth at age 19 and again at age 21. The MNYTD Contact grid lists the Person or Organization name with which the contact is associated, the Type of Contact, and the date in which this contact information was last Updated. The MNYTD Contact screen provides for data entry of specific information related to that particular contact.

MNYTD Survey Folder – New MNYTD Survey Action Menu

Hint: The more detailed and specific the caseworker can be in collecting the Contact information, the better the likelihood of locating the youth at ages 19 and 21 for the Follow‐Up Population Surveys.

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MNYTD Contact Screen

To Create a New MNYTD Contact:

1. Right‐click on the MNYTD Survey/Contact folder and select New MNYTD Contact.

2. The New MNYTD Contact grid and screen display. 3. Enter the Contact Type in the corresponding drop‐down menu.

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MNYTD Contact Screen ‐ Contact Type Drop‐Down Menu

4. The Updated On Date Picker default to the date and time the information is being entered into SSIS. This date may be changed if necessary to reflect the date that the information was actually obtained.

5. Enter the Person or Organization Name in the free text field. 6. Enter the Address, City, State, and Zip Code in the corresponding free

text fields. 7. Enter a Home Phone, Work Phone, and or Cell Phone as provided in the

free text fields. 8. Enter an Email Address and an Alternate Email Address as provided in

the free text fields. 9. Select a Social Network in the drop‐down menu if applicable with the

associated contact.

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MNYTD Contact Screen – Social Network Drop‐Down Menu

10. Enter the Username related to this Social Network if applicable in the

corresponding field. 11. Select an Alternative Social Network in the drop‐down menu if

applicable with the associated contact. 12. Enter a second or Alternative User Name related to this Alternative Social

Network if applicable in the corresponding field. 13. Enter any related Comment in the free text field. 14. Click Save.

Completed entries into the Adolescent Services folder appear in the Tree View within the corresponding folders as follows:

MNYTD Contact List

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Printing Contact Sheets Both blank and completed MNYTD Contact Sheets may be printed by accessing an Action menu.

MNYTD Survey – Extra Contact Sheet

To print a Blank Contact Sheet from the Adolescent Services folder:

1. Right‐click on the Contact folder. 2. Select Print Blank Contact Sheet from the Action menu. 3. The MNYTD Blank Survey Print Preview screen displays. 4. Click the Print icon from the toolbar located on the MNYTD Blank Survey Print Preview screen.

Hint: MNYTD Contact Sheets may be printed as blank documents, completed with the youth during the caseworker’s monthly visit to the foster home, and then entered into SSIS.

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Hint: Ask the youth for ‘Self’ contact: “Where do you think you can be contacted in two years?” “Can you name a person or organization who you are likely to keep in contact with who will know where to find you in two years?” Use the Contacts listing which is printed on the Contact Sheet to assist the youth in remembering and listing Contacts. Up to three contacts may be written on each paper Contacts sheet for later entry into SSIS. An unlimited number of contacts may be entered into SSIS for each youth

Each Contact is recorded separately within SSIS by accessing the Action menu and selecting New Contact. Each new Contact can contain up to three separate telephone numbers (Home, Work, and Cell) and two separate Social Networks and corresponding User Names. A Comment box is also provided to allow the caseworker to document additional helpful location or contact information.

To print completed Contact Sheets from the Adolescent Services folder:

1. Right‐click on the Contact folder. 2. Select Print Contacts from the Action menu. 3. The MNYTD Contacts Print Preview screen display with the MNYTD – Contact Sheets.

MNYTD Contacts Print Preview Screen: MNYTD Contact Sheet

Hint: Completed Contact Sheets may also be printed and provided to the youth as part of Transition Planning.

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Blank MNYTD Contact Sheets may also be printed from General Reports.

To Print Blank Contact Sheets from General Reports:

1. Click on the Tools selection on the SSIS Toolbar. 2. Select General Reports from the drop‐down menu. 3. The General Reports screen displays. 4. Right‐click on the MNYTD folder select MNYTD Blank Forms. 5. The MNYTD Blank Forms Setup tab displays. 6. In the Select Form: drop‐down menu select MNYTD Survey – Extra Contact Sheet.

7. Click the Search button.

General Reports MNYTD Survey – Extra Contact Sheet

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Chafee/SELF Legacy Folder The Chafee/SELF Legacy folder houses all previously‐entered SELF information related to the client. It is not editable, but all historical data may be viewed.

Adolescent Services Folder – Chafee/SELF Legacy Screen

To View Legacy Chafee/SELF Information:

1. Expand the Adolescent Services folder. 2. Select the Chafee/SELF Legacy folder. 3. All corresponding legacy information display in the grid and on the

preview panel. If there is legacy information to view regarding this youth, then corresponding (+) sign next to the Chafee/SELF Legacy folder displays. Information may no longer be entered or edited within the Chafee/SELF Legacy folder, but previously entered youth data remains viewable.

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MNYTD Searches

Accessing MNYTD Searches MNYTD Searches may be accessed from Searches and Logs located on the SSIS toolbar and from the SSIS Task Panel. Each of the three MNYTD Searches is accessible from these locations and is accessed in the same manner. The three MNYTD Searches are: MNYTD Service Search, MNYTD Survey Search, and MNYTD Survey Due Search. SSIS Tree View Searches/Logs

MNYTD IL Services Search

To Access an MNYTD Search from Searches/Logs:

1. Click on Searches/Logs within the SSIS toolbar. 2. Select the desired MNYTD Search.

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MNYTD IL Services Search

The first search within MNYTD Searches is the MNYTD Service Search.

MNYTD Service Search

Selected IL Services include the same categories as appear on the IL Services screen. Fourteen of these categories are defined by the federal government (including Financial Assistance‐Other) as well as Minnesota’s additional selection for Driver’s education/public transportation in addition to public transportation use. A Select all box also appears; when clicked, will automatically search for all IL Services categories and other search criteria as defined.

To Complete an IL Service Search:

1. From the MNYTD IL Service Search folder, select the search criteria from

the Include records for youth with any selected services fields. 2. Click Search. 3. The MNYTD IL Service Search results display in the grid below.

The MNYTD Service Search provides several different fields that the user may select to search for the provision of IL Services. Available search criteria include:

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• A particular Unit or Worker: o These are based on the IL Services Worker selected on the MNYTD

IL Services screen, and the Unit(s) that worker is assigned to. o The Active Workers Only check box filters out inactive workers

from the Worker drop‐down list. • First and Last Name of a particular client (note the Person Search icon) • County Person # or SSIS Person # of a particular client • The Start Year and/or Period in which IL Service information was

provided • A range of the Highest education level completed by youth • Whether or not the youth had a Specialized education plan • Whether or not the youth had been Adjudicated delinquent • Searches may be conducted by:

o One particular IL Service o More than one IL Service as selected o All IL Services listed on the IL Services Search screen.

MNYTD IL Services Searches Results Screen

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Hint: Caseworkers and supervisors may use the IL Services Search to gather information as to which services, and by whom, are most/least provided to youth within their agency/caseload, and whether there are any correlations between these services and educational levels, special education plans, and/or delinquency. This may assist in planning for future IL Services contracts or agency service provision.

Hint: Remember, for youth who are, or have been, in foster care the youth’s foster parents qualify as IL Service Providers in any of the categories indicated on the IL Services Screen. Many foster parents provide IL Services regularly in terms of Academic support, Budgeting, Career preparation and other categories.

Hint: Update the IL Services Screen regularly as new IL Services are provided to the youth. Click any additional IL Services provided, and ensure that any answers to the questions at the bottom of the screen remain accurate. Check the IL Services Screen prior to the end of March and the end of September each calendar year to be certain that the IL Services being reported to NYTD reflecting the youth on your caseload are up to date.

Hint: Completing the Independent Living Skills Plan with a youth counts within the IL Services category Independent Living Needs Assessment and should be marked accordingly. The ILS Plan is required for youth in out‐of‐home placement who are 16 years of age or older and is additionally to be filed with the court.

Hint: Completing the Transition Plan for youth who are aging out of foster care also counts within the IL Services category Independent Living Needs Assessment and should be recorded on the IL Services Screen. The Transition Plan is required for youth at least 90 days prior to the youth aging out of foster care.

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MNYTD Survey Search

The second search within the MNYTD Searches is the MNYTD Survey Search. MNYTD Survey Search Screen

To Complete an MNYTD Survey Search:

1. From the MNYTD Survey Search folder, select the search criteria from

the fields on the Survey Search screen. 2. Click Search. 3. The MNYTD Survey Search results display in the grid below.

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The MNYTD Survey Search provides fields for the user to select which will display results for Surveys that have been completed on youth within the baseline population of 17 year olds.

A listing of the available search criteria is as follows: • A particular Unit or Worker:

o These are based on the Unit and Primary Worker of the Workgroup associated with the youth’s placement as of the survey Collection Date. If no placement was open as of that date, then the most recent placement will be used. If the youth has no placements entered, no Unit or Worker will be associated with the survey.

o The Active Workers Only check box filters out inactive workers from the Worker drop‐down list.

• First and last name of a particular client (note the Person Search icon) • County Person # or SSIS Person # of a particular client • The Date Range in which the Survey Collection Date falls • Reporting status – indicating whether the youth:

o Participated in the survey (answered some or all questions) o Declined the survey (refused to answer any questions) o Parent declined (parent refused to permit youth’s participation) o Incapacitated (youth has DD or similar status preventing survey) o Incarcerated (youth in locked facility prohibiting survey) o Runaway/missing (unable to locate youth despite best efforts) o Unable to locate/invite (youth may have moved) o Death.

• Regarding surveyed youth only, the Sample Follow‐up button will indicate prior to the youth’s 19th birthday whether or not a particular individual has or has not been selected as part of the sample population to participate in the Follow‐Up Survey.

The search field categories appear in the MNYTD IL Services Search grid. A picture of the previously completed IL Services Screen reflecting the youth whose name is highlighted in the grid will appear in the preview panel. The reporting period reflecting that particular youth’s name will additionally appear in the Tree View.

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MNYTD Survey Search Results Screen

Hint: Caseworkers and supervisors may use the Survey Search to determine how many surveys indicate youth were willing to participate, versus how many surveys were completely declined by youth. A high number of declined surveys may indicate the need to review the methods by which caseworkers are introducing the MNYTD surveys to the youth on their caseloads.

Hint: Note that the number of Contacts entered by the caseworker also displays in the Survey Search. The higher the number of Contacts, the greater the likelihood that the contractor completing the Follow‐Up Surveys (The Improve Group) will be able to locate these same youth at ages 19 and 21.

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MNYTD Survey Due Search

The third search within the MNYTD Searches is the MNYTD Survey Due Search. MNYTD Survey Due Search Screen

The MNYTD Survey Due Search allows users to search for surveys meeting a set of criteria. The search is accessed using the MNYTD Search menu or task bar option.

To Complete an MNYTD Survey Due Search:

1. From the MNYTD Survey Due Search folder, select the search criteria

from the fields on the Survey Due Search screen. 2. Click Search. 3. The MNYTD Survey Due Search results display in the grid below. The MNYTD Survey Due Search fields allow for the user to narrow search fields to display when a Baseline Population Survey for eligible 17‐year‐ old youth will be due within the Federal Fiscal Reporting Period.

Search fields include results for surveys due by:

• A particular Unit or Worker: o These are based on the Unit and Primary Worker of the Workgroup

associated with the youth’s most recent placement that falls within

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the date range of the Continuous Placement that was open on or within the 45 days after the 17th birthday.

• The Active Workers Only check box filters out inactive workers from the Worker drop‐down list of First and last name of a particular youth. (Note the Person Search icon.)

• County Person # or SSIS Person # of a particular client • A Date Range in which the Survey may be required. (The youth will be

included if the Date Range selected covers any of the days between the youth’s 17th birthday and the Survey Due Date which is 45 days after the 17th birthday.)

The youth’s name, Date of Birth, Survey Due Date, and Primary Worker appear in the MNYTD Survey Due Search grid. A broad search will return a larger listing of youth for whom a survey is due. Searching by a specific caseworker’s name will display those surveys due for youth on that particular caseworker’s caseload (primary workers only), just as searching by a particular unit will display all survey’s due for all youth in placements associated with workgroups identified as belonging to that particular unit. Searching by a specified date range will display surveys due within specified date ranges which include:

• Today and Yesterday • This Week and Last Week • This Month and Last Month • This Quarter and Last Quarter • This Year and Last Year • This Period and Last Period (which are reflective of the time reporting

periods entered in SSIS Admin for your agency, not the Federal Reporting periods)

• A date range may be customized.

Hint: Using the Date Range on the MNYTD Survey Search will be important for limiting the search results to youth whose 17th birthdates fall within the required Federal Fiscal Baseline Reporting Years. This is the required population to be surveyed. If your agency does not plan to survey 17‐year‐old youth outside the required Federal Fiscal Baseline Reporting

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Years, then be sure to limit the Date Range on the search to dates that fall within the required Federal Fiscal Baseline Reporting Years. The first few Federal Fiscal Baseline Reporting Years are as follows:

• FFY 2011 = 10/01/2010 – 09/30/2011 o Report Period A = 10/01/2010 – 03/31/2011 o Report Period B = 04/01/2011 – 09/30/2011



And so on, every third year. A Client node screen will appear below the MNYTD Survey Due Search reflective of the youth’s name which is highlighted in the grid. This allows users to easily check the Survey Due search results against a youth’s date of birth, ensuring that the youth’s birth date is accurately entered as 17 years of age. Likely the most important function of the MNYTD Survey Due Search is its use in assisting caseworkers and supervisors alike in determining those youth who qualify for, and must be offered, the MNYTD Survey as per federal rules.

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MNYTD Survey Due Search Results Screen

Hint: Caseworkers are encouraged to use the MNYTD Survey Due Search just as supervisors would to assist them in determining early on which youth on their caseload require the completion of a Baseline Population Survey and corresponding Contact Sheet.

Hint: Remember to provide the youth with the MNYTD Notice of Privacy Practices which is specific to the MNYTD Survey. It does not require a signature and is for the youth’s information.

Hint: Remember to complete as many Contacts as possible with the youth, and to ask the youth about less typical Contact types including Social Networks and gaming identities. Remind the youth about the sample Follow‐Up Survey incentives which are planned to include a Visa Gift Card for $25.00.

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Adolescent Services General Reports The MNYTD folder within General Reports is the quickest way for users to print documents related to provision of the MNYTD Survey.

MNYTD General Reports

To Access MNYTD Blank Forms from General Reports:

1. Click on Tools in the SSIS toolbar. 2. Select General Reports. 3. The General Reports screen displays. 4. Right‐click on the MNYTD folder and select the MNYTD Blank Form

needed.

Hint: Since the MNYTD Survey and Contact Screens within SSIS may not be saved until they are complete, printing Blank MNYTD Survey and Contact Sheets in

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this manner will negate the need to cancel out of either the MNYTD Survey or MNYTD Contact screens within the Tree View.

Hint: The help text definitions relating to the MNYTD Survey questions will print out on the Blank MNYTD Survey form to allow the caseworker to further define the context of each survey question.

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MNYTD Survey – Baseline 17 Year Old Preview Screen Page #1

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Hint: Remember, MNYTD Survey questions are to be answered in the voice of the youth. It is not the caseworker or foster parent being surveyed, but rather youth themselves. Answers that the caseworker knows to be incorrect must still be recorded as per the youth’s response. Such answers provide opportunities for caseworkers to clarify and redirect youth answers they know are contradictory to what they believe to be accurate within the case.

The MNYTD Survey Preview tab also provides an Email Report option.

MNYTD Survey Preview Tab – Email Report

To Email the MNYTD Survey Report:

Click on the Email icon in the toolbar and enter the recipient’s email information.

Best Practice: The MNYTD Survey and Contact Sheets are designed to be completed during a face‐to‐face contact between the primary assigned caseworker and the 17‐year‐old youth – ideally during a regular monthly visit to the foster home. This lets the caseworker explain the MNYTD Notice of Privacy Practices and survey questions to the youth using the definitions that appear on the printed Blank MNYTD Survey. It also helps the caseworker encourage the youth to list as many Contacts as possible for the Follow‐Up Survey.

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Resources DHS Bulletins:

• #09‐68‐06 National Youth in Transition Database (NYTD) Information and Future Plans • #09‐68‐17 Proposals requested for adolescent independent living skills fund • #09‐68‐01 Adolescent Services Provides Guidance on Transition Planning and Requirements for Older Youth in Care • #09‐68‐10 Summary of 2009 Child and Family Services Legislation

Additional MNYTD VPC Training Handouts: • MNYTD Glossary • SSIS IL Services Definitions • Caseworker Tip Sheet • California’s U‐NYTD Rap Song and related web‐site • NYTD Technical Brief #2 • NYTD Technical Brief #3 • MNYTD Power Point

o VPC Presentation by Angela Walswick (September 2010) o SSIS Mentor Meeting Presentation by Jean Swanson‐

Broberg (June 2010). DHS SSIS Training Website http://www.dhs.state.mn.us on CountyLink

• TrainLink • SSIS • SSIS Home Page.