DATA REPORT FY 0910 Whats New

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DATA REPORT FY 09-10Whats New

• Reporting of Female and Male Client Data
• Table 2 Client Emergency Shelter Residential
  Status
• Instructions and Definitions
• Frequently Asked Questions (FAQ)
• Reporting Period Begins 7/1/09-12/31/09

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DATA REPORT INSTRUCTIONS

• Tables should report both CDPH and non-CDPH
  funded services
• Tables 1A and 1B for Client Demographic
  Information
• Tables 2A and 2B for Client Emergency Shelter
  Residential Status
• Tables 3A and 3B for Client Safety Status
• Table 4 for Client Crisis Calls

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Heading
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Heading Instructions

• Enter the grantees name, grant number, and
  fiscal year to which this report applies
• Check the box of the current 6-month reporting
  period
• Mid-Year (July 1 - December 31)
• Year-End (December 1 - June 30)
• Provide the name of the agency staff person who
  completes the data report form

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Table 1A
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Table 1B
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Client Demographic InformationInstructions

• Tables 1A and 1B
• Enter total unduplicated number of face-to-face
  clients by gender served in the reporting period
  by race/ethnicity and age.
• 
  
  
  
  
  
  
  
  
  
  
• Include all face-to-face clients, regardless of
  funding source and whether served at
  non-residential business center, shelter, safe
  home, motel/hotel through voucher, or
  transitional housing.
• If client chooses a race/ethnic group that is not
  identified in the table categories, enter under
  Other.
• If client declines to report any race/ethnicity,
  enter under Unknown.
• Crisis call clients are not counted in Client
  Demographic Information.
• g There should be very few Unknowns listed in
  Table 1. If there are many, please tell us why
  directly on the Data Report. This cell can be
  found under each Table 1 entitled "Reasons for
  Unknowns".

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Data Report Definitions

• Age of Client
• The age of each client (whether adult or child)
  at the time of the clients most recent intake
  or service at the domestic violence agency
  (non-residential/business center, shelter, safe
  home, or transitional housing) during the
  reporting period.
• Client
• Any abused adult woman, adult man, emancipated
  female minor, or emancipated male minor and/or
  accompanying child(ren), who was provided a
  domestic violence service at a domestic violence
  agency (non-residential/business center, shelter,
  safe home, or transitional housing) after the
  occurrence or threat of physical or
  psychological/emotional abuse by an intimate
  partner (i.e., date, spouse or ex-spouse, partner
  or ex-partner, boyfriend/girlfriend or
  ex-boyfriend/ex-girlfriend).
• Individuals calling on the crisis line are not
  considered clients for purposes of this Data
  Report.
• Count all clients regardless of funding source.
• Count clients only once per fiscal year.

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Data Report Definitions

• Unduplicated Count
• Counting a single individual client only once
  during an entire fiscal year (applies only to
  Tables 1, 2, and 3).
• If the person is a client during the first
  reporting period, count that person only in that
  first report (Mid-Year) for that fiscal year,
  even if the person is also a client during the
  second reporting period (Year-End) of that fiscal
  year.

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Data Report Definitions
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Table 1Frequently Asked Questions

• Q For each six month reporting period, can
  agencies report all women (men) or only new
  women (men)?
• A Agencies should report clients only once
  per fiscal year. Thus, agencies should report
  all clients in the first 6-month reporting
  period of July-December (Mid-Year) and report
  only new clients in the second 6-month
  reporting period of January-June (Year-End)?
• Q Can clients in the past fiscal year, who
  are still receiving current domestic violence
  agency services, be counted for the upcoming (or
  next) fiscal year?
• A Yes. Clients receiving current domestic
  violence agency services should be recounted
  each fiscal year. Clients can be recounted
  each fiscal year, but not recounted within a
  fiscal year.

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Table 1Frequently Asked Questions

• Q For each six month reporting period, can
  agencies report all women (men) or only new
  women (men)?
• A Agencies should report clients only once
  per fiscal year. Thus, agencies should report
  all clients in the first 6-month reporting
  period of July-December (Mid-Year) and report
  only new clients in the second 6-month reporting
  period of January-June (Year-End)?
• Q Can clients in the past fiscal year, who
  are still receiving current domestic violence
  agency services, be counted for the upcoming (or
  next) fiscal year?
• A Yes. Clients receiving current domestic
  violence agency services should be recounted
  each fiscal year. Clients
• can be recounted each fiscal year, but not
  recounted
• within a fiscal year.

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Table 1Frequently Asked Questions

• Q Please define face-to-face clients.
• A Face-to-face clients are those who come into
  the business center (walk-in office/outreach
  office) and receive any number of domestic
  violence related services, regardless of whether
  they are also in shelter. Only Tables 1, 2, and
  3 request data on face-to-face clients.
• Q Should agencies count female clients and
  only their female children as clients?
• A No. Female (and male) clients can count
  both their female and male children as clients
  if the children receive any service at the
  domestic violence agency (including
  non- residential/business center, shelter,
  motel/hotel voucher,
  safe home, or transitional housing).

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Table 2A
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Table 2B
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Client Emergency Shelter Residential Status
Instructions

• Tables 2A and 2B
• Enter total unduplicated number of clients by age
  and gender, who were provided any Emergency
  Shelter service during the fiscal year.
• Emergency shelter services is defined for those
  individuals who are unable to return to their own
  home or current dwelling due to domestic violence
  and enters the agency's 24-hour shelter
  (regardless of thelength of stay) to seek an
  immediate, temporary, supervised, protective
  place to stay.
• Transitional housing shelter client counts are
  not counted in this table.
• g Referrals to other shelters may be counted in
  this table if the grantee has a CDPH subcontract
  (i.e., shared funding with another
  agency/organization) with another organization
  that provided the emergency shelter.

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Data Report Definitions

• Emergency Shelter Residential Status
• Clients who are unable to return to their own
  home or current dwelling due to domestic
  violence, entering the agency's
  24-hour shelter (regardless of the length of
  stay) to seek an immediate, temporary,
  supervised, protective place to stay.
• This may include an agency's own emergency
  shelter(s), motel/hotel vouchers, or safe house
  (private homes).
• However, transitional housing client counts are
  not included on Table 2.
• g An agency may count a referred client in Table
  2, if the grantee has a CDPH subcontract with
  another organization that provided the emergency
  shelter.

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Table 2Frequently Asked Question

• Q Why is it necessary for agencies to report
  on a client's emergency shelter residential
  status?
• A One of the primary DVP goals is to provide
  immediate temporary shelter
• as a program service, for this reason it is
  important that we collect data on the clients
  who are seeking such services.

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Table 3A
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Table 3B
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Client Safety StatusInstructions

• Tables 3A and 3B
• Enter the total unduplicated number of
  face-to-face adult clients by gender who the
  domestic violence agency helped toward obtaining
  any type of Restraining Order (RO), regardless of
  whether it was obtained in the end or not.
• g Enter the total unduplicated number of
  face-to-face adult clients by gender the domestic
  violence agency helped to develop a Safety Plan.

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Data Report Definitions

• Restraining Order (RO)
• The domestic violence agency provides
  information, advice, guidance, representation
  and/or assistance in understanding, preparing and
  processing the legal documents toward obtaining
  or assisting in any type of restraining order
  (e.g., emergency, temporary, permanent) against
  the reported perpetrator.
• The count of clients includes any effort the
  agency assisted toward obtaining a RO, whether
  the client ended up obtaining the RO or not.
• Safety Plan
• g The domestic violence agency helps the client
  to develop a plan to increase their safety and to
  help protectthem from future threats of domestic
  violence.

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Table 3Frequently Asked Questions

• Q If an agency provided a client both a
  Restraining Orders (ROs) and a Safety Plan, can
  the agency count the client for both services?
• A Yes. Agency can count a client for both a
  RO and a Safety Plan service. However, that
  same client can only be counted for a RO service
  and a Safety Plan service once per fiscal year.
• Q Should an agency count ROs for only those
  clients who we helped to obtain a RO?
• A Agencies should provide a count of clients
  they assisted toward obtaining a RO, whether the
  client ended up obtaining the RO or not.

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Table 3Frequently Asked Questions

• Q Should ROs be counted one per individual
  family member or one per family unit?
• A The RO should be based on the adult male
  or female client. Clients should only be
  counted once per fiscal year.
• Q If an agency helps a client with a temporary
  RO and later returns for a permanent RO, can
  agencies count both the temporary and permanent
  RO as two services?
• A No. Agencies should only report
  unduplicated client counts. Hence, an agency
  should only count a client once per fiscal year,
  if they were helped toward obtaining either a
  temporary or permanent RO (regardless of whether
  it was obtained in the end or not).

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Table 4
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Client Crisis Calls Instructions

• Table 4
• Enter the total count or number of times your
  agency received domestic violence related Crisis
  Calls, regardless of gender, during the reporting
  period.
• This table may include a duplicate count of
  crisis line callers, meaning this is the total
  number of calls, not the number of different
  callers.
• Do not include non-domestic violence calls.

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Data Report Definitions

• Crisis Calls
• The domestic violence agency must maintain a
  24-hour crisis hotline, and crisis intervention
  or assistance must be provided through this
  telephone line and/or TTY service.
• Crisis calls include calls that the agency
  received from clients experiencing or who have
  experienced domestic violence, and/or anyone
  calling on behalf of a client, seeking domestic
  violence related assistance.
• g Calls may include assistance with crisis
  intervention, safety planning, restraining
  orders, shelter, referrals, or any other domestic
  violence related service.

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Data Report Definitions

• Duplicate Count
• Number of occurrences or times service provided
  rather than number of individuals.
• An individual may be "duplicated" if they make
  more than one crisis call (Table 4 only) to the
  domestic violence agency during a reporting
  period.
• Thus (for Table 4), please count the number of
  crisis calls, during the reporting period,
  regardless of the number of individuals calling
  or involved.

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Table 4Frequently Asked Questions

• Q Why are crisis callers not considered
  clients?
• A The DVP does not consider crisis callers
  clients because they are not considered
  face-to-face clients. Face-to-face clients are
  those who come into the business center
  (walk-inoffice/outreach office) and receive any
  number of domestic violence related services
  (regardless of whether they are also in shelter).
  
• Q Can crisis line callers who come in for
  services be counted in both crisis calls and in
  other service categories?
• A Yes. Agencies can count face-to-face
  clients in Tables 1, 2, 3, and 4, if they fit
  into all of those categories. However, if a
  crisis caller does not come in to receive any
  domestic violence agency service they should not
  be counted in any table other than Table 4.
  Crisis callers are not considered face-to-face
  clients for this data report.

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Table 4Frequently Asked Questions

• Q Can an agency include crisis calls in
  their Safety Plans?
• A No. Crisis callers are not considered
  clients for this data report as opposed to a
  face-to-face client who is provided a Safety
  Plan. Hence, Table 4 should be used to only
  address crisis calls and Table 3 should only
  count face-to-face clients provided a Safety
  Plan.

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Data Report Completion

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• Helpful Hints
• Use correct FY template--Refer to SafeNetwork
• Enter data only into shaded sections
• Refer to Instructions, Definitions, and FAQs for
  Problem-Solving
• Please share form with Data Coordinators or Data
  Entry Staff
• For additional information
  
  Contact Moreen Libet
  
  DVP Epi Research Program Specialist
  
  E-mail Moreen.Libet_at_cdph.ca.gov
  Phone
  [phone]
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