OR IDA Data Dictionary 2012

Transcription

1 OR IDA Data Dictinary 2012 Instructins Data Sets: The data sets utlined belw shuld be entered int the Outcme Tracker database fr all OR IDA Initiative participants. Nte that the data sets belw appear in the rder in which they d appear in a new Outcme Tracker database. Data sets in yur database may appear in a different rder if yu ve rearranged r refrmatted Outcme Tracker r are using the Frms feature. Blank Data Sets: If a persn declines t give data, please mark them as unknwn/refused. Blank data sets are cnsidered data entry missins. Similarly, if a participant desn t have a particular incme surce, asset type, r liability please fill in a zer instead f leaving that clumn blank s it is clear that data has been entered. Husehld Definitin: Several f the fields belw request data n an entire husehld. The OR IDA Initiative s wrking definitin f a husehld refers t all individuals wh share use f a dwelling unit as primary quarters fr living and eating, separate frm ther individuals. If yu can answer yes t all f the fllwing questins abut a grup f peple, they are cnsidered a husehld fr IDA eligibility purpses: D they share a dwelling unit (a hme, an apartment, r ther living space)? D they cnsider the dwelling unit their primary dwelling place? (D they stay at this lcatin fr the majrity f their time?) D they cnsider themselves a husehld unit that is separate frm all thers? (D they identify as a husehld?) Transfer Accunts: If a client is successfully transferring their accunt t a beneficiary, clse their accunt and select Transfer Accunt as the Clsed Reasn. Then pen a new recrd fr the beneficiary with Transfer accunt educatin IDA as the intended use and the asset categry. Please list the name f the persn the accunt was transfer t/frm in the ntes sectin f bth the riginal accunt hlder and the beneficiaries recrds. First 30 Days: Data must be entered int the Outcme Tracker database fr all OR IDA prgram participants within thirty days f their first depsit int their IDA savings accunt. Exit Fields: Fields requested at exit shuld be entered fr participants even if they d nt graduate frm the prgram. Data Sets Basic Infrmatin Data in this sectin shuld be entered at intake and updated at exit. Remember t get the participant s new mailing address and update their cunty f residence if they are in the prcess f buying a new hme. Name Address Phne Number (wrk, hme r mbile) Cunty f Residence Optins: All Oregn Cunties Persnal Infrmatin Gender Optins: Female, Male, Other Date f Birth Updated as f

2 Marital Status Optins: Divrced, Dmestic Partnership, Married, Separated, Single, Widwed Definitin: Accrding t Oregn.gv Dmestic Partnership means the civil cntract entered int in persn between tw individuals f the same sex wh are at least 18 years f age and at least ne f whm is a resident f Oregn. In ther wrds, this respnse ptin refers t the specific cntractual arrangement under Oregn law, nt t dmestic partners mre generally. Ethnicity Optins: Alaska Native, Asian, Black/African American, Native American, Native Hawaiian r ther Pacific Islander, White, Other r Multiple Ntes: If the participant chses Other r Multiple, please specify their ethnicity in the text bx fllwing this questin. Client Prfile Hispanic Ntes: Participants may identify as Hispanic and als as members f anther racial grup. Fr instance, a participant may identify as Hispanic but als as Asian, Black, Native American, r White. When this happens, chse Yes t indicate the participant is Hispanic. Their race will be recrded in the Ethnicity field. Cuntry f Origin Ntes: Indicate where the participant was brn. Language Optins: English, Russian, Spanish, Other Ntes: This field indicates the language that shuld be used fr crrespndence. If a participant chses Other, specify their preferred language fr crrespndence in the text bx fllwing this questin. Family Type Optins: Single father, Single mther, Single persn, Tw parent husehld, Tw r mre adults n children, Other family type Ntes: Applicants shuld have the ptin f chsing ne f the family types listed, r chsing Other family type if nne f the ptins presented describes their family. Farmwrker Optins: Farmwrker, Migrant Farmwrker, Seasnal Farmwrker, Nt a Farmwrker Definitins: A farmwrker is a wrker whse primary surce f incme cmes frm farm wrk. A seasnal farmwrker is a farmwrker wh is primarily emplyed in farm wrk n a seasnal basis withut a cnstant year rund salary r wage. A migrant farmwrker is a seasnal farmwrker wh has perfrmed farm wrk which requires travel such that the wrker is unable t return t his/her permanent place f residence within the same day, and establishes a temprary residence while perfrming farm wrk at ne r mre lcatins away frm his r her hme base. Ntes: Due t the seasnal nature f farmwrk, participants shuld be cunted as farmwrkers if they identify as having been a farmwrker any time in the past 12 mnths. Veteran Definitin: A participant wh identifies as a veteran frm any cuntry. Husing Type Optins: Grup Hme, Hmeless, Own, Rent, Yuth Living with Family Members, Other Definitins Pertaining t Yuth and Hmeless Participants: If a yuth is living with their family members, chse Yuth Living with Family Members regardless f whether their family rents r wns a hme. If a yuth and their family are hmeless, chse hmeless. Nte that participants may smetimes be reluctant t identify as hmeless. Cuch surfing, camping, and living in emergency shelters cnstitute hmelessness. Updated as f

3 Grup Hme Definitin: A prfessinally-staffed residential facility, ften serving yuth wh are wards f the state r adults with chrnic disabilities. Grup hmes d nt include facilities such as crrectinal institutins, nursing hmes, and juvenile institutins. Ntes: If the participant chses Other, please specify their husing type in the text bx fllwing this questin. This field shuld be cmpleted at intake and exit. At exit, please mark the participant as a hme wner if they are within 30 days f clsing. IDA Applicatin Prfile Yuth Status at Intake Key Questin: Is the participant under 18 n the date their OR IDA applicatin is cmpleted? Fster Yuth Key Questin: Is the participant in fster care n the date their OR IDA applicatin is cmpleted? Disability Statue Key Questin: Des the participant identify as having a disability? Reservatin Key Questin: Des the participant currently live n a reservatin? Assets This sectin applies t the participant's entire husehld. Nte that asset infrmatin shuld be entered at intake and exit. Remember t enter exit data even if the participant des nt graduate. Cash CDs Amunt in Savings Accunt(s) Children s Saving Accunts/CDs Ntes: Include 529 Cllege Savings Accunts if applicable. Amunt in Checking Accunt(s) Ntes: If the checking accunt balance is negative, please include it in the liabilities sectin under Other Debts Hme r Cnd 1 Value please include the value f the participant s new hme r cnd if they are within 30 days f clsing Yu may use an appraisal dne within the past year r as reference tls if a participant has questins abut their hme r cnd value. Hme r Cnd 2 Value Vehicle 1 Value Ntes: Refer t the Kelley Blue Bk value ( if the participant has questins abut the vehicle s wrth. Select the Private Prperty Value ptin fr used vehicles. Vehicle 2 Value Vehicle 3 Value Business Assets/Inventry Definitin: Business Assets/Inventry refers t the market value f majr assets (wrth mre than $1,000) except fr business bank accunts. Business Bank Accunt(s) Value Retirement 401K/IRA Stcks/Bnds (nt retirement) Other Investments Other Assets Ntes: This field excludes previusly entered stcks, bnds, 401Ks, and Individual Retirement Accunts. Ntes: An example f ther assets culd include a bat r high value farm equipment. List items that are wrth $1,000 r mre such as jewelry, cin cllectins, r musical instruments. Ttal Assets Frmula: Please add all f the assets listed t get the participant s ttal husehld assets. Updated as f

4 Liabilities This sectin applies t the participant's entire husehld, and liability infrmatin shuld be entered at intake and exit. Remember t enter exit data even if the participant des nt graduate. Hme r Cnd 1 Lan please include the participant s new mrtgage if they are within 30 days f clsing Hme r Cnd 2 Lan Vehicle 1 Lan Vehicle 2 Lan Vehicle 3 Lan Business Debts Persnal Debt (t family, friends, etc) Credit Cards (Visa, MC, Am Ex, Discver) Ntes: This shuld include the cumulative debt n all credit cards. Student Lans Medical Debt Stre Credit Debt Persnal Line f Credit Unpaid Incme/Prperty Taxes Child Supprt Payments Ntes: This field refers t unpaid r verdue child supprt payments. Other Debts Ntes: Examples f Other Debts culd include payday lenders r an verdrawn checking accunt. Ttal Debts Frmula: Add all f the debts listed t determine the participant s ttal husehld debt. Full Net Wrth Frmula: Subtract Ttal Debts frm Ttal Assets t get the husehld s full net wrth. Use a negative sign (-) if the participant has mre debt than assets. IDA Eligible Net Wrth Frmula: Subtract Ttal Debts frm Ttal Assets excluding the participant s primary dwelling and ne vehicle. Unlike all ther data sets in this sectin, IDA Eligible Net Wrth nly needs t be entered at intake. It shuld be less than $20,000 fr all IDA participants. Use a negative sign (-) if the participant has mre debts than assets. Incme frm the Previus 12 Mnths Please nte that this infrmatin needs t be filled in fr participants and ther husehld members separately. Als, we ask fr incme frm the previus 12 mnths versus yearly incme t accmmdate participants whse incmes vary due t seasnal r temprary emplyment. Encurage yur participants t think abut their actual incme ver past 12 mnths instead f their hypthetical average incme. Incme infrmatin shuld be filled in at intake and exit. Fr questins abut what cnstitutes incme, the OR IDA Initiative recmmends referring t the Adjusted Grss Incme (AGI) definitin. G t fr mre infrmatin abut AGI. Als nte that while incme ver the past 12 mnths is needed fr data cllected purpses, paystubs frm the last tw t three mnths shuld be used t verify incme eligibility fr the prgram. Wages, salaries, bnuses and cmmissins Nte: Include tips. Business incme/self-emplyment incme Pensin fund incme Unemplyment cmpensatin Updated as f

5 Other incme surces Ntes: Alimny, Individual Retirement Accunt (IRA) distributins, rental prperty incme, ryalties, stck dividends, taxable interest, schlarships and grants that are used t pay fr husing r living expenses, and tribal per capita payments ver $2,400 annually are cunted as incme. Child supprt, fster care payments, TANF, WIC, Sectin 8, fd stamps, husing vuchers, Supplemental Security Incme (SSI), Scial Security Disability Insurance (SSDI), student lans, schlarships and grants that are used t pay fr tuitin (including bks and fees), inheritance prceeds, and life insurance resulting frm a death are generally nt cunted as incme. EITC and ther tax refunds are als generally excluded except in specific situatins fr peple wh itemize. Number f Incme Earners in the Husehld Ntes: Please include all f the peple receiving sme incme (AGI is greater than zer). This field shuld be filled in at intake and exit as shuld all ther fields in this sectin. Ttal Husehld Incme Ntes: Please be sure t include the participant s incme as well as the incme f all f members f their husehld. Miscellaneus IDA Questins Please nte that all fields in this sectin shuld be filled in at intake and exit. Number f Adults in the Husehld Definitins: Fr the purpses f this evaluatin, Adults are peple 18 and ver. Number f Children in the Husehld Definitins: Fr the purpses f this evaluatin, Children are peple under 18. Educatin Cmpleted Optins: Grades K-5, Grades 6-8, Sme high schl, High schl grad/ged, Sme cllege, Tw year degree, Cllege graduate (4 yr), Attended graduate schl, Graduate degree Ntes: If a participant has a degree frm a tw year prgram chse tw year degree; if they have taken classes fr tw years withut acquiring a degree enter Sme Cllege. Schl Status Optins: Nt enrlled, Enrlled full time, Enrlled part time Emplyment Status Optins: Emplyed mre than full time (41+ hurs per week), Emplyed full time (35-40 hurs per week), Emplyed part time, Unemplyed lking fr wrk, Unemplyed disability, Unemplyed vlunteer wrk, Unemplyed retired, Unemplyed nt lking fr wrk Ntes: If a participant is a student, recrd that infrmatin in the Schl Status field instead f under emplyment status. Supprt Services Optins: D yu r anyne in yur husehld currently receive TANF? Receive Federal Husing Assistance? enter yes if the participant receives a Sectin 8 vucher, lives in public husing, r receives ther federal husing assistance Receive Fd Stamps Use the Oregn Health Plan Receive Emplyment Related Day Care Receive Free r Reduced Price Schl Lunches enter yes if the client r children in the husehld receive free r reduced price schl lunches during the schl year Receive WIC Receive Lw Incme Energy Assistance enter yes if the client has received Energy Assistance within the previus12 mnths Receive State Wrking Family Child Care Tax Credit Updated as f

6 Receive Emergency Fd Assistance enter yes if the client has received emergency fd assistance within the previus12 mnths Have Children in Head Start Receive Vcatinal Rehabilitatin Benefits Ntes: Please respnd affirmatively if the participant r anyne in their husehld receives the supprt service mentined. Als nte that these questins apply nly t supprt services the participant r members f their husehld currently receive. Gaps in services due t the services being seasnal (schl lunch, energy assistance, nce a year tax credits, etc) are the exceptin. Accunt Summary Infrmatin (under the IDA Accunts Tab) Agency/Cllabrative Partner Prgram Type Accunt Status Applicatin Date the date a participant first applies t the OR IDA prgram. Enrllment Date the date a participant is authrize t pen an IDA accunt. Opened Date the date a participant makes their first depsit. Savings End Date the date when a participant s savings shuld n lnger be matched. Clsed Date the date a participant makes their final matched withdrawal. Clsed Reasn Optins: Cancelled when a participant is apprved t participant in the prgram but never actually makes their first depsit Graduated/Successfully cmpleted the prgram Mved ut f state/area Transfer Accunt when a participant has met their savings gal and is successfully transferring their accunt t a beneficiary Unable t make depsits Vilated prgram rules when a participant makes an unauthrized withdrawal r becmes unrespnsive Vluntarily withdrew when a participant decides t n lnger pursue their asset gal thrugh the OR IDA prgram Culd nt meet ther prgram requirements when a participant declines t participate in financial educatin r yur rganizatin s asset specific training Intended Use Optins: Business, Educatin, Educatin IDA Transfer Accunt, Emplyment Related Equipment, Hme Purchase, Hme Renvatin Match Rate Match Surce Grup Max Annual Savings Matched the ttal amunt f matching funds a participant may receive in a 12- mnth perid. Max Ttal Savings Matched the ttal amunt f the client s savings that can be matched. Ntes: The ttal match funds reserved fr a client are calculated by multiplying the Max Ttal Savings Matched amunt by the Match Rate. It is imprtant t make sure bth fields are accurate and updated if a client s Savings Plan changes. Partner Financial Institutin Bank Accunt Number Transactins (under the IDA Accunts Tab) Dates fr all transactins Amunts Types and Descriptins fr all Transactins Updated as f

7 Optins Depsit Fees Interest Accrued Matched Withdrawal participant depsits plus interest withdrawn Unmatched Withdrawal an emergency withdrawal r anther withdrawal nt related t the participant s authrized asset purchase Matched Accrued (calculates autmatically) Assets (under the IDA Accunts Tab and in the Exit Activity) All fields in this sectin shuld be filled in at exit. Asset Descriptin Ntes: Cmplete this field fr all asset classes. Fr hmewnership, describe hw IDA funds were used (e.g. clsing csts r dwn payment). Fr hme repair, describe the repair (e.g. fixed the rf). Fr educatin IDAs, include the name f the university r trade schl attended, and describe hw IDA funds were used (e.g. tuitin). Fr micrenterprise IDAs, include the name and website f the micrenterprise (if pssible), and list the specific items purchased. Fr assistive technlgy, include the specific items purchased. Fr transfer accunts, explain wh the accunt was transferred t/frm. Asset Value Ntes: It is nt necessary t cmplete this field fr educatin r micrenterprise IDAs. Fr hmewnership IDAs, enter the sale price f the hme purchased. Fr hme repair IDAs, enter the cmplete cst f the hme repair. (Please enter the full cst f the repair, nt just the prtin cvered by the participant s IDA.) Fr assistive technlgy IDAs, enter the cst f the assistive technlgy purchases. (Please enter the full cst, nt just the prtin cvered by the participant s IDA). Asset Categry Optins: Business, Educatin, Emplyment Related Equipment, Hme Purchase, Hme Renvatin, Educatin IDA Transfer Accunt Adjustable r Fixed Mrtgage (hme wnership IDAs nly) Annual Taxes (hme wnership IDAs nly) Interest Rate (hme wnership IDAs nly) Ntes: This field allws decimal places such as 5.75 r 6.9. Length f Mrtgage (hme wnership IDAs nly) Ntes: Write in the length f the mrtgage in years. Degree/Educatinal Opprtunity Pursued (educatin IDAs nly) Optins: Trade Schl such as Aut Mechanic, Csmetlgy, r Culinary Schl Prfessinal Certificate/License such as IT r Interpreter Certificatins Assciate s Degree Bachelr s Degree Master s Degree Dctrate Other Ntes: If the participant chses Other, please specify the degree/educatinal pprtunity pursued in the text bx fllwing this questin. First Generatin t G t Cllege (educatin IDAs nly) Ntes: Des the participant identify as being the first persn in their family t g t cllege? Lcatin f the Schl (educatin IDAs nly) Updated as f

8 Optins: In Oregn, Out f State, Online General Infrmatin at Exit Exit date Intended use This is present earlier in the data but we are asking it again because smetimes it changes ver the curse f the IDA. Did the participant reach their savings gal? Ntes: This field shuld indicate whether the participant made their saving gal regardless f whether they used their savings t make an asset purchase. Reached Gal Date If the participant made their savings gal, fill in the date. If the participant reached their savings gal, cmplete this field regardless f whether they graduated frm the prgram by making a matched withdrawal. Updated as f