MANUAL.pdf

MANUAL FOR THE ASSESSMENT DATA MANAGER PROGRAM (ADM) FOR THE CBCL/4-18, YSR, TRF, YASR, YABCL CBCL/2-3, CBCL/12 2-5 & C-TRF

Achenbach System of Empirically Based Assessment (ASEBA) Room 6436 1 South Prospect Street Burlington, VT 05401-3456 802-656-8313 FAX 802-656-2602 [email protected]

This software is copyrighted. Unauthorized production of copies is forbidden by copyright law, subject to fines up to $50,000. University Medical Education Associates is a nonprofit corporation of the University of Vermont College of Medicine. October 2000 Copyright 1999-2000 T.M. Achenbach

UNIVERSITY MEDICAL EDUCATION ASSOCIATES, INC. SOFTWARE LICENSE AGREEMENT This is a legal agreement between you, the Licensee, and the University Medical Education Associates, Inc., the Licensor. USE OF THIS SOFTWARE IS NOT AUTHORIZED UNTIL YOU SIGN AND RETURN THE SOFTWARE LICENSE AGREEMENT ON THE ENCLOSED POSTCARD. No postage is necessary in the United States. COPYRIGHT. This software is protected by United States copyright law and by international treaty provisions. You should treat it just like other copyrighted material, such as a book or a musical recording, with these exceptions: (a) You may make one working copy of the software, provided you keep the original solely for back-up or archival purposes, or (b) you may transfer the software to a single hard disk provided you keep the original solely for back-up or archival purposes. You may not copy the written materials accompanying the software without our written permission. OTHER RESTRICTIONS. You are licensed to use one copy of the software on one terminal connected to one computer (i.e., with one CPU). Only one person may use the software at a time. It may be moved from one computer location to another, so long as there is no possibility of it being used in two locations at the same time. GRANT OF LICENSE. We grant you, the Licensee of this software, the right to use this software to produce data files and printed output and to distribute these as you see fit. But you may not give away or sell any part of the software on the original disk or the accompanying documentation unless as part of a permanent transfer of all software and written materials. LIMITED WARRANTY. We warrant the physical disk and documentation to be free of defects in material and workmanship for a period of 60 days from the date of purchase. We will replace defective material upon receipt of the original materials along with an explanation of the problem. REMEDIES. The remedy for breach of the above limited warranty shall be limited to replacement and shall not encompass any other damages, including but not limited to damages or loss of data, profit, time and special, incidental, consequential, or other damages. NO OTHER WARRANTIES. There are no warranties which extend beyond the aforesaid description of limited warranty. We specifically disclaim all other warranties, expressed or implied, including but not limited to implied warranties of merchantability and fitness for a particular purpose with respect to the disk, documentation, and the program license granted herein. NO LIABILITY FOR CONSEQUENTIAL DAMAGES. In no event shall we be liable for any loss of profit or any other commercial damage, including but not limited to special, incidental, consequential or other damages. GOVERNING LAW. This agreement is governed by the laws of the State of Vermont. If you have any questions about this agreement, please contact: Achenbach System of Empirically Based Assessment (ASEBA) Room 6436 University Medical Education Associates, Inc. 1 South Prospect Street Burlington, VT 05401-3456 (802) 656-8313 [email protected] 11/19/99

Contents iii

Contents 1

Installation ............................................................................................................1-1 New Installation....................................................................................................1-1 ADM On-Line Manual Installation ......................................................................1-1 Installing Additional Modules or Upgrading ADM .............................................1-2 Re-Installation of Previously Installed ADM Modules .......................................1-3 New Features with Version 2.0.......................................................................................1-3

2

Overview of ADM ..................................................................................................2-1

3

Login......................................................................................................................3-1 Supervisor .......................................................................................................................3-1 Login Entry Fields...........................................................................................................3-1 Login Display Fields .......................................................................................................3-2

4

The Main Desktop and Menus .............................................................................4-1 File .. ..............................................................................................................................4-1 Open Catalog ........................................................................................................4-1 Setup .....................................................................................................................4-1 Printer Selection ...................................................................................................4-2 Tools ..............................................................................................................................4-2 ADM Data Transfer..............................................................................................4-2 Export to File Formats..........................................................................................4-2 DOS Data Conversion ..........................................................................................4-2 ASEBA Form Version Upgrade ...........................................................................4-2 Maintenance ....................................................................................................................4-2 Database Validation..............................................................................................4-2 Catalog Maintenance ............................................................................................4-2 Scanning..........................................................................................................................4-2 Scan ......................................................................................................................4-3 Job Configuration .................................................................................................4-3 Load Scanned Data...............................................................................................4-3 Process Scanned Data...........................................................................................4-3 Options .................................................................................................................4-3 Help ..............................................................................................................................4-3

5

The Catalog ...........................................................................................................5-1 Search..............................................................................................................................5-1 New Entries.....................................................................................................................5-1 Catalog List .....................................................................................................................5-1 Catalog Identification Screen..........................................................................................5-2 Catalog Forms Screen .....................................................................................................5-3 Form List Functions ........................................................................................................5-3

iv Contents 6

Main Setup............................................................................................................... 6-1 Supervisor Functions ......................................................................................................... 6-1 Add a User............................................................................................................... 6-1 User Maintenance.................................................................................................... 6-1 Facility Settings....................................................................................................... 6-2 User Options ...................................................................................................................... 6-4 Changing the Password ........................................................................................... 6-4 User Settings ........................................................................................................... 6-5 Lists & User-Defined Fields .............................................................................................. 6-6 The List Table ......................................................................................................... 6-7 Creating User-Defined Labels................................................................................. 6-8

7

TRF Setup ................................................................................................................ 7-1 The List Table ......................................................................................................... 7-1

8

C-TRF Setup ........................................................................................................... 8-1 The List Table ......................................................................................................... 8-1

9

Preparing Forms for Entry...................................................................................... 9-1 Assign ID Number and Eval ID......................................................................................... 9-1 Demographic Data ............................................................................................................. 9-1 Competence Section (CBCL & YSR) ............................................................................... 9-1 Adaptive Functioning Section (TRF & YASR)................................................................. 9-2 Problems Section (all forms) ............................................................................................. 9-2 YASR Substance Use ........................................................................................................ 9-4

10

Entering Data from Forms.................................................................................. 10-1 Automatic Verification ................................................................................................... 10-1 Demographics (all forms) ................................................................................................ 10-2 Demographics (form-specific)......................................................................................... 10-3 Competence Items (CBCL/4-18 & YSR) ........................................................................ 10-5 Adaptive Functioning (TRF) ........................................................................................... 10-6 TRF Test Scores .............................................................................................................. 10-6 Adaptive Functioning (YASR) ........................................................................................ 10-7 Facility & School (C-TRF) .............................................................................................. 10-7 Problems Items (all forms) .............................................................................................. 10-8

11

Score Profiles, Narratives, & Cross-Informant Reports.................................. 11-1

12

CBCL, YSR, & TRF Profiles ......................................................................................... 12-1 Competence Scales (CBCL & YSR) ............................................................................... 12-1 CBCL .................................................................................................................... 12-1 YSR ....................................................................................................................... 12-2 Competence Profile............................................................................................... 12-3 Adaptive Functioning Scales (TRF) ................................................................................ 12-3 Academic Performance ......................................................................................... 12-3

Contents v Adaptive Functioning .........................................................................................12-4 Adaptive Functioning Profile .............................................................................12-4 Syndrome Scales (CBCL, YSR, & TRF)......................................................................12-4 Additional Syndromes (CBCL & YSR) .............................................................12-5 Internalizing, Externalizing, Total Problems......................................................12-5 Other Problems...................................................................................................12-5 Items Not Counted..............................................................................................12-5 TRF Attention Problems subscales ....................................................................12-5 Profile Types (CBCL, TRF, & YSR) .................................................................12-6 13

CBCL/1½-5 & C-TRF/1½-5 Profiles .................................................................13-1 Syndrome Scales ...........................................................................................................13-1 Internalizing, Externalizing, Total Problems......................................................13-1 Other Problems...................................................................................................13-1 DSM-Oriented Scales ...................................................................................................13-2 Language Development Survey (LDS) .........................................................................13-2

14

YASR & YABCL Profiles ..................................................................................14-1 YASR Adaptive Functioning Scales ..................................................................14-1 YASR Adaptive Functioning Profile..................................................................14-2 YASR & YABCL Syndrome Scales & Profiles ...........................................................14-2 Internalizing, Externalizing, Total Problems......................................................14-3 Other Problems...................................................................................................14-3 Items Not Counted..............................................................................................14-3 YASR Substance Use Scales & Profile..............................................................14-3

15

CBCL/2-3 & C-TRF/2-5 Profiles .......................................................................15-1 Syndrome Scales ...........................................................................................................15-1 Internalizing, Externalizing, Total Problems......................................................15-1 Other Problems...................................................................................................15-1

16

Cross-Informant Comparison for CBCL/TRF/YSR ........................................16-1 Informant Abbreviations ...............................................................................................16-1 89 Common Items ..............................................................................................16-1 Q Correlations Between Item Scores..................................................................16-1 T Scores for Syndrome Scales ............................................................................16-1 T Scores for Internalizing, Externalizing, Total Problems .................................16-2 ICCs with Profile Types .....................................................................................16-2

17

Cross-Informant Comparison for CBCL/1½-5 and C-TRF/1½-5 ...................17-1 Syndrome Scales ...........................................................................................................17-1 Problem Items.....................................................................................................17-1 Q Correlations Between Item Scores .................................................................17-1 T Scores for Syndrome Scales ............................................................................17-1 T Scores for Internalizing, Externalizing, Total Problems .................................17-1

vi Contents DSM-Oriented Scales ...................................................................................................... 17-2 T Scores for DSM-oriented scales......................................................................... 17-2 18

Cross-Informant Comparison for YASR/YABCL.............................................. 18-1 Informant Abbreviations ....................................................................................... 18-1 Common Items ...................................................................................................... 18-1 Q Correlations Between Item Scores .................................................................... 18-1 T Scores for Syndrome Scales............................................................................... 18-1 T Scores for Internalizing, Externalizing, Total Problems.................................... 18-1

19

Cross-Informant Comparison for CBCL/2-3 and C-TRF/2-5 ........................... 19-1 99 Problem Items .................................................................................................. 19-2 Q Correlations Between Item Scores .................................................................... 19-2 T Scores for Syndrome Scales............................................................................... 19-2 T Scores for Internalizing, Externalizing, Total Problems.................................... 19-2

20

ADM Data Transfer ............................................................................................. 20-1 Export .Zip Files ..............................................................................................................20-1 Review Results...................................................................................................... 20-2 Export Preferences ................................................................................................ 20-2 Import .Zip Files ..............................................................................................................20-3 Locate Data Transfer .Zip File .............................................................................. 20-3 Analyze & Compare List Codes............................................................................ 20-3 List Code Translation & Import Setup.................................................................. 20-4 Import Data for Processing ................................................................................... 20-5 List Code Translation & Import Setup ............................................................................ 20-5 List Code Translation............................................................................................ 20-5 Settings to Process Imported Data ........................................................................ 20-6 Process Imported Forms .................................................................................................. 20-6 Import Display Table............................................................................................. 20-7 Import Error List ................................................................................................... 20-8 ADM Data Transfer ID Errors .............................................................................. 20-8 Import Errors & Warnings .................................................................................... 20-9 Warnings ............................................................................................................... 20-9 Errors................................................................................................................... 20-10 Score Processed Forms ....................................................................................... 20-10

21

Export ...................................................................................................................21-1 Export Selection Criteria ................................................................................................. 21-1 Review Results ................................................................................................................ 21-2 Export Preferences........................................................................................................... 21-3

22

DOS Data Conversion......................................................................................... 22-1 Setup ID Translation........................................................................................................ 22-1 Translate to ADM Codes ...................................................................................... 22-1 Setup Code Translation ................................................................................................... 22-2

Contents vii The List Table ..............................................................................................................22-3 Load ASCII Files for Conversion .................................................................................22-4 Process Converted Forms..............................................................................................22-5 Conversion Display Table ..................................................................................22-5 Conversion Error List....................................................................................................22-6 Conversion Errors & Warnings.....................................................................................22-7 Warnings.............................................................................................................22-7 Errors ..................................................................................................................22-8 CBCL, YSR, & TRF ASCII Data Format ....................................................................22-9 YASR & YABCL ASCII Data Format .......................................................................22-12 CBCL/2-3 ASCII Data Format ...................................................................................22-14 C-TRF/2-5 ASCII Data Format ..................................................................................22-15 23

ASEBA Form Version Upgrade........................................................................23-1 Effects of Form Version Upgrade .................................................................................23-1 Selection Criteria ..........................................................................................................23-2 Analysis.........................................................................................................................23-3 Upgrade Button .............................................................................................................23-3

24

Maintenance ......................................................................................................24-1 Database Validation ......................................................................................................24-1 Catalog Maintenance.....................................................................................................24-2

25

Entering & Editing Client Data.........................................................................25-1 The Test Administrator .................................................................................................25-1 ADM & System Security ..............................................................................................25-1 Starting a Client-Entry Session .....................................................................................25-2 Interrupting an Entry Session .............................................................................25-2 Administration & Setup ................................................................................................25-3 Entry Options......................................................................................................25-5 Entry Help Windows.....................................................................................................25-5 Data Entry Windows .....................................................................................................25-6 Competence (CBCL & YSR) .............................................................................25-7 Adaptive Functioning (TRF) ..............................................................................25-8 Problems (CBCL, YSR, & TRF)........................................................................25-9 Completing Client Entry...................................................................................25-10 Saving the Entry..........................................................................................................25-11 Editing Client-Entry Data ...........................................................................................25-11

26

Setting Up the Scanning Module.....................................................................26-1 OMR Scanner Software Setup ......................................................................................26-1 Job Configuration..........................................................................................................26-2 ScanTools......................................................................................................................26-2 Scanbook.......................................................................................................................26-3 Scan Shop......................................................................................................................26-3 Teleform Scanning Setup..............................................................................................26-4

viii Contents 27

Scanning CBCL/4-18, TRF, & YSR.............................................................................. 27-1 Scanning Options............................................................................................................. 27-1 Scanning Form Options......................................................................................... 27-1 Scanning Process Options ..................................................................................... 27-2 Running A Scanning Session .......................................................................................... 27-3 Loading Scanned Data ..................................................................................................... 27-3 Process Scanned Data ...................................................................................................... 27-4 Scanned Data Display Table ................................................................................. 27-5 Scanning Error List.......................................................................................................... 27-6 Scanning Errors & Warnings........................................................................................... 27-7 Warnings ............................................................................................................... 27-7 Errors..................................................................................................................... 27-7 Scoring Scanned Forms ................................................................................................... 27-8

Appendix A Scanning Data File Formats ................................................................... A-1 Appendix B Exported Data File Formats.................................................................

B-1

Installation 1-1

1

Installation IMPORTANT It is important that the ADM databases and setup files be backed up on a regular basis. We recommend that you backup the entire ADM folder nightly. If hardware problems occur or data are corrupted, you will need your backup to recover your data. IMPORTANT NEVER use the Add/Remove button that is displayed from the ADM setup program, version 1.x, after ADM has been installed once.

New Installation

Single user installation CLOSE ALL APPLICATIONS BEFORE INSTALLING ADM 1) Place the CD in the CD-ROM drive. The installation starts automatically on compatible drives. If your installation does not start automatically, go to steps 2 & 3 below. 2) Click the Start button on your Windows desktop 3) Run SETUP.EXE from the CD-ROM drive 4) Follow the instructions on the screen to complete installation 5) Enter all your serial numbers when prompted. Serial numbers are located on stickers attached to the ADM case. 6) Register your products now or later 7) Install the on-line manual (see below) 8) Create your own shortcut to run ADM Network Installation 1) Follow steps 1-8 above for Single User Installation. Choose the network drive as the installation drive. 2) Insert your ADM Network License disk in the floppy drive. Run NETREG.EXE to install your network licenses 3) Run a workstation install for each workstation: Network drive\..\ADM\Workstation Install\SETUP.EXE 4) Install the on-line manual (see below)

ADM On-Line Manual Installation

To view the ADM manual, users must have Adobe Acrobat Reader installed on their local machines. Adobe Acrobat Reader is provided on your ADM CD. Those users who already have Acrobat Reader on their machines do not need to install it. Before installing Acrobat Reader, review the Adobe license agreement

1-2 Installation (Acrobat\license.txt on the ADM CD). To install Adobe Acrobat Reader, version 4.0: 1) Place the ADM CD in the CD-ROM drive 2) Click the Start button on your Windows desktop 3) Browse to the Acrobat folder on the CD 4) Run Acrd4env.exe For network installation purposes the Acrobat folder can be copied to the network so that users can access the Acrobat Reader installation. The ADM manual can be accessed through Start -> Programs -> ADM or you can create a shortcut to the manual (..\ADM\Docs\manual.pdf Installing Additional Modules or Upgrading ADM

Modules can be added at any time to ADM. To install additional modules or to upgrade the ADM program, the currently installed ADM program must be removed. YOUR DATA WILL NOT BE REMOVED. Follow the steps below: Single user installation CLOSE ALL APPLICATIONS BEFORE INSTALLING ADM Open Control Panel -> Add/Remove to remove your currently installed version of ADM (YOUR DATA WILL NOT BE REMOVED!! ) If your currently installed ADM is version 1.x, you will be presented with three options. Choose REMOVE ALL. 1) Place the CD in the CD-ROM drive. The installation starts automatically on compatible drives. If your installation does not start automatically, go to steps 2 & 3 below. 2) Place the CD in the CD-ROM drive. 3) Click the Start button on your Windows desktop. 4) Run SETUP.EXE from the CD-ROM drive. 5) Enter the new serial numbers when prompted. Serial numbers are located on stickers attached to the ADM case. 6) Respond YES when asked if you want to keep the existing data. 7) Register your new products now or later. Network installation Notify all users prior to installation that an update is about to take place. ALL USERS MUST EXITADM. Follow steps 1-7 above for Single User installation of additional modules. It may be necessary to install all previously installed modules again

Installation 1-3 if files on your system have been corrupted and no backup of ADM is available. You must decide whether to replace the program files only or the entire ADM product including the empty ADM data files. Re-installation of Previously Installed ADM Modules

NEW FEATURES WITH VERSION 2.0

To completely re-install ADM without saving your data: 1) Press Start from the Windows desktop 2) Select the Settings option; selectControl Panel 3) Select Add/Remove Programs 4) Select ADM from the Add/Remove list 5) Click Add/Remove and follow instructions. If your currently installed ADM is version 1.x, you will be presented with three options. Choose REMOVE ALL. 6) Use Explore to delete the ADM folder 7) Follow instructions forNew Installation above

All data entered using an older version of ADM are fully compatible with this program and can be edited, scored, and compared in the same manner as data entered with this program New features of ADM version 2.0 are as follows: •

A new Preschool module is available for an extended age range. CBCL/2-3 has been extended to cover ages 1.5-5 and the C-TRF/2-5 has been extended to cover ages 1.5-5. The new module is designed to accept data from the new ASEBA forms for the same extended age ranges, plus the Language Development Survey adjunct to the CBCL/1.5-5.

•

New norms and scales for the Preschool module based on national normative data are used to produce profiles specific for the new Preschool module. A profile for the Language Development Survey is also available.

•

Cross-Informant comparisons are possible between CBCL/1.5-5 and C-TRF/1.5-5.

•

Optional DSM-oriented profiles are available for CBCL/1.5-5 and CTRF/1.5-5.

•

Conversion of CBCL/2-3 and C-TRF/2-5 data to the format used by the new Preschool module makes it possible to score older data using the newest norms.

•

Client-entry module for direct computer entry is now available. This

1-4 Installation is run in conjunction with the Schoolage module. •

Data can be easily transferred from one ADM system to another.

•

Improved maintenance tools allow for easier management of deleted forms and individual information.

•

Database validation tools allow you to repair damaged databases.

•

Verification for key-entered data is not necessary for those items that were skipped.

Overview of ADM 2-1

2

Overview of ADM

This chapter provides a general overview of ADM to help you get started. After logging in to ADM, a menu bar is displayed and an introductory screen briefly outlines steps to help you get started. After you are comfortable using ADM, you can choose to no longer display the introductory screen at every startup. The Catalog is the main starting place for most ADM functions. The Catalog maintains a list of all children and adults who have had information entered and stored in ADM (see Chapter 5, Catalog). Within the Catalog, new forms can be entered and entered forms can be edited, verified, and scored. To open the Catalog, go to the menu bar and select File → Open Catalog. The first time you open the Catalog, the display area is empty.

To add a person to the ADM system, click the NEW button at the bottom of the screen. The Catalog Identification screen appears. All fields are white which means that you can make entries in them.

2-2 Overview of ADM Enter the information that is pertinent for the person you are adding. An ID or a last name is required as well as a gender. When you have finished entering information, Click the SAVE button. The fields turn grey and information cannot be entered or modified. To enter additional information or to make changes, Click the EDIT button. The fields become white again. The Forms tab at the top of the screen is not available until information about the new person is entered and saved. To add a form, click on the Forms tab. A new screen appears that will display all forms entered for the person.

The display area is empty the first time you enter this screen. Every form you enter for this person will be listed here. You can choose to enter a new form, edit, verify, or score an entered form, delete forms, or view additional information about a form. To enter a new form, select the NEW button. A smaller screen appears with the list of form types that can be entered. The form types on this list reflect the modules purchased by your facility.

Overview of ADM 2-3 To select a form to enter, either double click on the form name or highlight it and then click the SELECT button. After a pause, the entry module for the form type will be displayed. In this overview we will use the entry module for the Child Behavior Checklist/4-18 form.

Entry modules for each ASEBA form consist of a series of screens. The format for each entry module is similar. Tabs at the top of the entry module mark each screen in the module and identify the type of data that is entered on that screen. To move from one screen to another, either click on the tab for the screen you wish to go to or click the double arrows at the bottom left and right corners. (The right arrow in the example above is dimmed because we are on the first screen.) Most of the entry modules have: • a Demographics screen (seen above for Child Behavior Checklist for Ages 4-18) • one or two screens for Competence or Adaptive Functioning • several Problem screens Some entry modules have no Competence or Adaptive Functioning screens but may have other screens for data specific to the ASEBA form for which it is used (see Chapter 10, Entering Data from Forms). The first Competence tab for the Child Behavior Checklist for Ages 4-18 contains questions about sports, hobbies, groups and jobs.

2-4 Overview of ADM ADM attempts to simplify some entry tasks to help you correctly transfer data from the paper form to the entry screen. You will note that on this first Competence page, after you enter the total number of sports reported, the appropriate items under sports are available, i.e. if you type in 2 sports then Sport 1 and Sport 2 items are available. The same is true for hobbies, groups, and jobs. When the last item on this screen has been entered, the second Competence screen automatically displays. After the last item on this page has been entered, the first screen for Problem items is displayed. Each subsequent screen for problem items automatically displays after a value is entered for a screen’s last item.

And the second Problems Tab.

Note that on this page that answers 45 and 51 are blank. If you accidentally type in a number and the field should be blank, return to the field, and press the “DEL” key to remove the number.

Overview of ADM 2-5 And the third Problems Tab.

And the last Problems Tab.

After completing the last problem, ADM will ask you to re-enter the data if Verification (see Chapter 6, Main Setup) is on. Fields that must be verified are colored blue. If you enter a value for an item differently than was entered originally, ADM will flash a message on the screen and sound a beep (turn on your speakers). Enter the correct value for the item.

2-6 Overview of ADM

After you have finished entering and optionally verifying data from a form, the entry module closes and the display area from the Forms tab displays again. The form you just entered is now displayed in the list of forms entered for this person.

To score this form, highlight it in the list and click the SCORE button. When you have entered multiple forms for a person, you can choose more than one form to score by holding down the SHIFT key while you highlight them. This is the way you would choose a group of forms to include for a Cross-Informant report. A new screen is displayed that offers a variety of scoring options (see Chapter 11, Scoring).

Overview of ADM 2-7

The Preview button at the top of the screen allows you to view each profile or report on the screen. To print profiles or reports for all of the selected forms, click the Profile Print box to place a check mark in it, and then click the RUN button. Follow the same steps to print CrossInformant reports. A Narrative can be printed in the same way. There is no Preview for the Narrative. The Narrative can also be saved to a file in a regular text format by selecting the Narrative File check box, then giving the file a name and clicking the RUN button. If you check all of the boxes and then the RUN button, you will print all profiles selected, one narrative per form selected, a cross-informant report, and the glossary.

Following is a sample of a previewed CBCL/4-18:

2-8 Overview of ADM

Overview of ADM 2-9 On the preview screen, if you choose the Hollow-Arrow icons (!"#$) you can move to the upperright, lower-right, upper-left, and lower-left of the window. The regular Arrow icons (%&) will allow you to move from one page to another. The Open Book icons are used to display either the previous profile or the next profile. (In this case they are grayed out as we have only one profile.) The Printer icon will print only the present page displayed, as opposed to all of the pages for the report. The Circle-Arrow icon will refresh the page. And the Close button will close the window.

This completes the overview of how to use ADM.

Login 3-1

3

Login ADM can be accessed by authorized users only. In a network environment, ADM monitors the number of users currently logged in and denies access if the network license limit has been reached.

Supervisor

A Supervisor is required for both single-user and network environments. The first user to login must select (see User Name, below). The Supervisor creates new users in File >SETUP >MAIN >Supervisor Functions. Supervisor and supervisor-equivalency functions include: Creating new users and deleting existing users Assigning supervisor-equivalency rights to selected users who can then function as supervisors Selecting/deselecting the requirement for passwords for all users Deleting individual user passwords when those users forget their current passwords and need to create new passwords Setting facility defaults for certain functions of form entry Running MAINTENANCE functions NOTE: Access is denied if the Supervisor is running MAINTENANCE functions.

Login Entry Fields

# User Name Select your user name from the list of authorized users of ADM. If your user name is not on the list, contact the person who has supervisory rights to ADM. Only the Supervisor or Supervisor-equivalent can add new users to ADM. # Password This field will be white if passwords are required at your facility and you must enter a valid password. If the field is grey, passwords are not required. Passwords must be at least 4 characters long. The Supervisor controls the password requirement for all users. # Confirm When you enter a new password you must enter it again to confirm it.

3-2 Login Login Display Fields

Licenses This field displays the total number of licenses that have been purchased for your site. # Current Users This field displays the current number of users that are accessing ADM at your site. Checking Availability If this message appears, ADM is verifying that it was properly shut down and that the licensed number of users does not exceed the current number of users. This process takes from a few seconds to as long as a minute. If ADM was shut down improperly, the process takes longer.

The Main Desktop and Menus 4-1

4

The Main Desktop and Menus From the Menu Bar, each function of the program can be selected. When a function is selected, a drop-down menu may appear with the function=s subselections. An arrow to the right of a menu item indicates that another dropdown menu will appear with a lower level of sub-selections. The Menu Bar and some of the sub-selections may vary depending upon the modules that your facility has purchased and installed.

FILE

The most commonly-used functions are listed under FILE.

Open Catalog

The Catalog provides the management system for ADM. It maintains information about all children and young adults and their entered forms. Forms are key-entered in the Catalog. All entered data from scanning forms and key-entry sessions can be edited, verified, and scored. Client-entry sessions are launched from the Catalog.

Setup

The setup modes that are available will depend upon the modules that your facility has purchased and installed. Main Users can change their passwords and select some options for personal customization of form entry and scoring. The supervisor and supervisorequivalents can add and delete users, turn the password requirement on or off, and establish facility settings for form entry and scoring. All users can modify the lists of categories provided for ethnicity and education as well as create user-defined lists. TRF If you have installed the module for ages 4-18, the TRF setup will appear as a Setup sub-selection. All users can modify the lists of categories provided for TRF forms including the time spent in class and the type of class. C-TRF If you have installed a preschool module, the C-TRF setup will appear in your Setup sub-selection menu. All users can modify the lists of categories provided for C-TRF/2-5 and C-TRF/1½-5 forms including the type of facility.

4-2 The Main Desktop and Menus Printer Selection

Select the printer where you wish all ADM output to be printed. Your Windows printer is the default printer.

TOOLS

Data export and conversion utilities are provided for all users. Database management tools are accessible only to those with supervisory rights.

ADM Data Transfer

Forms entered in one ADM system can be copied to another ADM system. Forms are selected for import and data are stored in files that can be placed on diskette or e-mailed. An import process brings the transferred data into the receiving ADM system.

Export to File Formats

Raw data, scored data, and cross-informant scores can be exported to a variety of formats based on any combination of the available selection criteria.

DOS Data Conversion

All data entered using our DOS programs can be converted into our ADM format.

ASEBA Form Version Upgrade

Data entered via the CBCL/2-3 and C-TRF/2-5 forms can be converted to the format used by the CBCL/1½-5 and C-TRF/1½-5. These forms can then be scored using the 2000 norms for the preschool forms.

MAINTENANCE

Utilities are provided to help maintain the integrity of ADM databases and to do cleanup routines.

Database Validation

This utility can be run by any user. Validation checks the integrity of ADM databases. If problems are detected, validation attempts to repair the tables. Database validation can only run if only a single user is logged into ADM.

Catalog Maintenance

This utility is available for the supervisor and supervisor-equivalents only. This option is not enabled on the Menu Bar for those who do not have supervisory rights. All users can select individuals and forms to be removed from ADM. These records are merely marked for deletion until the supervisor reviews them and permanently deletes them. The supervisor can perform other database management functions that maintain data integrity.

SCANNING

This menu selection appears on the Menu Bar if the Scanning module has been installed. This scanning module supports only 6-99 edition scanforms for CBCL, TRF, and YSR.

The Main Desktop and Menus 4-3 Scan

This screen is used to scan forms into ADM. ADM communicates with your 3rd party scanning software to scan forms and create scanning output files. The output files can also be loaded into ADM automatically from this screen.

Job Configuration

Before scanning forms using ADM, the job configuration must be created for the particular scanning software that is being used. These job configurations can then be selected from the Scan screen to perform scanning.

Load Scanned Data

This screen can be used to load scanned form information into ADM. This screen may not be necessary if the scanned information has already been loaded during the scanning process.

Process Scanned Data

This screen displays the scanned form information after the forms have been loaded into ADM. Any warnings and errors are displayed, and once the warnings and errors have been corrected, the forms can be processed and moved into the ADM permanent Catalog.

Options

This screen displays scanning options. These options should be reviewed before scanning forms into ADM.

HELP

HELP This screen provides an overview of all Menu Bar functions. GETTING STARTED IN ADM An instructional screen appears for every user upon ADM Startup. The user has the option to choose not to display the instructions. The instructions can be viewed and printed again from this selection. PRINT GLOSSARY This option sends a copy of the ADM glossary information to the printer. PRINT/PREVIEW PROFILES An instructional screen appears for every user during ADM scoring. The user has the option to choose not to display the instructions. The instructions can be viewed and printed again from this selection. REGISTER This screen is use to register the ADM product. Registration can take place during the installation process. If ADM is not registered during the install process this option allows the user to complete the registration. The completed registration form should be faxed or mailed to ASEBA. ABOUT ADM This screen displays information about the ADM installation. Version information and other installation information are given here.

The Catalog 5-1

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The Catalog The Catalog maintains a list of all children and adults who have had information entered and stored in ADM. Within the Catalog, new forms can be entered and entered forms can be edited, verified, and scored. When you first open the Catalog, the Main list area is displayed. A second screen displays identification and form information for the selected individual. These screens work in tandem. If one screen is closed, the other closes also. The Catalog functions as a two-step process. If you want to process data for someone who has previously been entered into ADM, you first locate this person on the Catalog screen. Otherwise, you create a new record for this person in the Catalog. You can enter and change personal information about this person and then enter or process forms filled out about this individual.

Search

Search button To help you locate a person in the Catalog, search criteria can be entered in one or more search fields. Blank search fields are ignored. Multiple search criteria will return results only for records that match all criteria specified. Search Criteria Wild Cards: The symbols (*) or (?) can be included in your search criteria to broaden the search. # Find button Click this button to start your search. The first record in the list that matches your search criteria will be highlighted. Click Find again to cycle through each match. # Clear button Erases all search criteria.

New Entries

# New button Select this button to enter a new child or adult.

Catalog List

# Order by The Catalog list can be displayed by various order criteria. Select the display order you prefer. A small downward arrow appears in the corresponding column header. ADM will use this preference each time you access the program until you change your display order preference.

5-2 The Catalog Alternatively, you can click on each column header to change the display order. A small downward arrow appears in the column that currently determines the display order. This display order preference will be in effect for the current ADM session only. # Select button Highlight the individual you want to locate. Double click on the highlighted line or click the Select button. Catalog Identification Screen

Information about each child and adult is entered and viewed here. If this is a New entry, all fields are white and ready to receive text. If you Selected an individual from the Catalog list, all fields are grey and read-only. New entry: An ID or a last name and the gender are required. The ID must be unique. Enter other personal information about the child or adult that is relevant. Existing entry: To make changes to previously entered information, select the Edit button. The fields become white and can be modified. # Notes You can type comments or other notes in this box. There is no limit to the length of this field. You must first select Edit to activate this box. # Save button Save your new entry or changes to an existing entry. # Cancel button No changes made to the Identification information will be saved. # Delete button Remove the child or adult from the Catalog list. The individual and associated forms are not permanently deleted from the ADM system until the supervisor runs MAINTENANCE >CATALOG MAINTENANCE. A deleted individual can be recovered by the supervisor in the Maintenance utility. # Print Summary button A summary of entries for the child or adult is printed and includes all personal information from this screen, the contents of the Notes box, a list of the forms entered for the person, and a list of tests from the TRF forms if they were entered.

The Catalog 5-3 # Catalog button Return to the Catalog list screen. # Close button Close the Catalog entirely. Catalog Forms Screen

A list of forms that have been entered for the child or adult are displayed in a Forms list table. # Origin column The narrow left-most column displays a single letter to identify how this form entered the ADM system. K = Key-entered S = Scanned V = Converted from ASCII data C = Client-entry (direct computer entry) # Type column The form type's 3 letter abbreviation is displayed. CBC = Child Behavior Checklist/4-18 TRF = Teacher Report Form YSR = Youth Self-Report C23 = CBCL/2-3 T25 = Caregiver-Teacher Report Form (C-TRF) C15 = CBCL/1½-5 & LDS T15 = Caregiver-Teacher Report Form/1½-5 (C-TRF) YAS = Young Adult Self Report YAB = Young Adult Behavior Checklist # Status column The current status of the form entry is displayed: Verified - Key-entered Not Verified - Key-entered Scanned - Scanned Incomplete – (Client-entered only) Complete – (Client-entered only) # Fill By column This column displays the name of the respondent and the respondent's relationship to the person for whom the form was filled out.

Form List Functions

Some form list functions can occur for more than a single form. You can highlight multiple forms by pressing the CTRL key and clicking on the forms you wish to select. Alternatively, you can choose a contiguous group of forms by pressing the SHIFT key and clicking on the first then the last form in the group.

5-4 The Catalog # New button Select this button to enter a new form. A small window appears displaying a list of the form modules that your facility has purchased and installed. Select the form type you wish to enter. If your facility has installed the Client-Entry module, you can select a Client-Entry screen for the CBCL, TRF, or YSR. After a brief loading period, the entry screens for the form type are displayed. # Edit button This button is enabled after the first form has been entered. To make changes to the entered form or to review the data, first highlight the form you wish to edit. Complete and incomplete Client-Entry information can be reviewed and modified. This function should be used only by authorized ADM users. Respondents of client-entry sessions should access Client-Entry through the Resume button to review and modify responses. # Verify button Data can be entered in one entry session and verified in another entry session. You must have the completed paper form available for verification. Verification is not an available function for Client-Entry data (Origin = C). # Delete button Highlight one or more forms to be “marked” for deletion. The forms will no longer appear in the main form list for the individual. If you choose to View Deleted Forms, an identical list displays with just those deleted forms. You can choose to Undelete one or more forms. The forms remain in the ADM system until the supervisor permanently removes them in the MAINTENANCE >CATALOG MAINTENANCE. # Score button Select one or more forms to print or review profiles and cross-informant reports, and to produce narrative reports. Initially there is a delay for your first scoring request. Subsequent requests are processed more quickly. Resume button When an incomplete Client-Entry form is highlighted in the list (Origin = C, Status = Incomplete), the Verify button becomes a Resume button. The Client-Entry session is resumed and the client can continue with a previously interrupted entry session.

The Catalog 5-5 Print Client Report button This button is displayed only for those facilities that own the Client-Entry module. All information entered by a client, including comments, can be printed to a report in a format similar to our printed forms. Only one Client-Entry form can be selected at a time. More Information button Other information about the form is displayed for a quick review without opening the entire form: 1) Date the form was entered 2) Selected education level 3) Selected agency 4) Clinician 5) Selection from first user-defined list 6) Selection from second user-defined list 7) Form version – the version of the form from which the data were entered (see NOTE below) 8) Data version – the version of norms currently applied to the data for this form (see NOTE below) NOTE: The form version and data version are normally synchronized. This means that a particular version of the form was used to create scales and norms. Over time, new scales and norms may be created for a form type. TOOLS >ASEBA FORM VERSION UPGRADE allows you to convert data entered from an earlier form version to the format required by the newer data version. This level of information is relevant mostly to those who are tracking data for statistical analyses.

Setup 6-1

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Main Setup You may customize your ADM system to fit the needs of your site and to facilitate entering certain repetitive data items. ADM provides the flexibility for you to identify your own user-defined fields and data selections. You can modify some entry selections that come with ADM as well as create your own. Some optional settings can be accessed only by the ADM supervisor and supervisor-equivalents. Other optional settings are available to all users. You access Main Setup by choosing File >Setup > Main. Main Setup is made up of 3 screens. The Supervisor Functions screen is disabled if you are not the supervisor or you have not been assigned supervisory rights.

SUPERVISOR FUNCTIONS

This screen can be accessed only by those users with supervisory rights. The supervisor creates new users, deletes users, and assigns or removes supervisor-equivalency rights. The supervisor sets or removes the password requirement. Facility settings can be selected by the supervisor and applied to all users.

Add a User

All users must be created and added to the ADM user list by the supervisor. Type in the new user name. User names must be at least 4 characters long. # Add button Select this button to add the new user to the ADM user list.

User Maintenance

Select a user from the list of user names. If the user is not currently logged in, all selections below the name list that apply to this user become available. # Delete this user If the user is deleted, this person is no longer an authorized user of ADM. His/her name will not appear on the login user list. # Delete this user’s password This function is useful if a user forgets his/her password. The supervisor can delete the user’s password. Then the user establishes a new password at the next login. # Assign supervisory equivalency rights to this user It is a good policy to have more than one user with rights to the restricted supervisory areas of ADM.

6-2 Setup We recommend that the supervisor create a user name for himself/herself and assign equivalency rights. The supervisor password and the user password should be different. This method provides a safety net in case the supervisor forgets one of the passwords. # Remove supervisory equivalency rights for this user This user can no longer perform supervisory functions. # Apply button Select this button to save the user maintenance decisions. # Clear button Select this button to erase changes made to the user maintenance selections. The current settings for this user will continue to be active until the supervisor makes new decisions and selects the Apply button to save the changes. Facility Settings

Facility settings can be turned on and off only by the supervisor and those users with supervisory rights. Facility settings affect all users. Some optional settings can be modified by individual users in their own setup area. # Passwords required To ensure confidentiality and security for entered data, requiring users to enter a password at login is highly recommended. Lack of a password may allow unauthorized access to confidential information stored in ADM. The rules for valid passwords are as follows: 1) A blank password is not allowed. 2) Letters, numbers and symbols can be used. 3) The password must be at least 4 characters long but no more than 20. 4) Upper and lower case characters will not be distinguishable. # Save X-informant scores to table Some researchers may want the scores produced by the cross-informant process for statistical analyses. Information about each cross-informant group and the scores produced by the group will be saved in a special table. The information stored in this table is only accessible through the Export process. NOTE: CBCL/1½-5 and C-TRF/1½-5 DSM-oriented cross-informant scores are not saved.

Setup 6-3 Facility Settings for Data Entry: The supervisor can customize key-entry and scoring to fit the requirements of the facility. These settings apply to all forms. # Automatic verification Key-entered data can be verified immediately after each form is initially entered. Entering data with verification is a two-step process. After initial entry, each value is entered again and compared to the original entry. Key verification is strongly recommended to assure accuracy. This setting applies to all paper forms but not to Client Entry. # Enter problem items only This option is relevant only to the CBCL/4-18, TRF, YSR, and YASR forms that have Competence or Adaptive Functioning items in addition to Problem items. When this option is active, the entry screens for Competence and Adaptive Functioning are not available. # No names on profiles & reports Some users are concerned about the confidentiality of respondents and those individuals for whom forms have been completed. Users can choose to suppress the names of all respondents and individuals on profiles, narratives, and cross-informant reports. This setting applies to all paper forms but not to Client Entry. DSM-Oriented profiles One-page profiles based on DSM criteria are available only for CBCL/½-5 and C-TRF/1½-5. DSM profiles cannot be produced independently but can be included as part of the standard output along with the empiricallybased profiles. # Preferred agency Some users group forms or individuals by agencies. These users may use one agency more than others. The preferred agency appears on each new form entry as the default agency. The agency selection can be changed during form entry. # Preferred clinician At a site with multiple clinicians, a user may enter more forms for one clinician than for others. The preferred clinician appears on each new form entry as the default clinician. The clinician selection can be changed during form entry.

6-4 Setup # Save as Default button Facility settings will be stored after this button has been selected. If the Main Setup screen is closed without selecting the SAVE button, the previous facility default settings will be retained. When a new user is added, these default settings will be applied. This button may be selected in conjunction with the APPLY TO ALL USERS button. # Apply to All Users button Facility settings will override all users' individual settings. This button may be selected in conjunction with the SAVE AS DEFAULT button. # Reset button Selecting this button restores all settings that existed prior to making new selections. The RESET button will not restore previous settings if the APPLY or SAVE button has been selected. USER OPTIONS

You can establish some of your own settings to customize your personal entry sessions.

Changing the Password

Each user can change passwords as needed and establish personal settings for key-entry and scoring. # Current password This field is white when the supervisor has set the Password requirement on. If passwords are not required at your facility, this field is disabled. To change your password, you must know your current password. If you cannot remember your current password, ask the supervisor or a supervisor-equivalent to delete your password. Next time you login, enter your new password on the LOGIN screen. To change your password, type in your current password correctly. # New password This field remains disabled until you type in a correct current password. Enter the new password you have chosen. All passwords must be at least 4 characters long. Passwords are not case-sensitive. # Confirm When a valid new password has been entered, this field will be enabled. Enter the new password again for confirmation.

Setup 6-5 # Apply button Select this button to save your new password. # Clear button Select this button to erase all entries in the password fields. Your current password will continue to be active until you enter a new password again and select the APPLY button to save the change. User Settings

Each user can customize key-entry and scoring to fit personal needs. These settings apply to all forms. Settings can be overridden if the supervisor sets new facility settings and applies them to all users. These settings can be changed at any time. # Automatic verification Key-entered data can be verified immediately after each form is initially entered. Entering data with verification is a two-step process. After initial entry, each value is entered again and compared to the original entry. Key verification is strongly recommended to assure accuracy. This setting applies to all paper forms but not to Client Entry. # Enter problem items only This option is relevant only to the CBCL/4-18, TRF, YSR, and YASR forms that have Competence or Adaptive Functioning items in addition to Problem items. When this option is active, the entry screens for Competence and Adaptive Functioning are not available. # No names on profiles & reports Some users are concerned about the confidentiality of respondents and those individuals for whom forms have been completed. Users can choose to suppress the names of all respondents and individuals on profiles, narratives, and cross-informant reports. This setting applies to all paper forms but not to Client Entry. DSM-Oriented profiles One-page profiles based on DSM criteria are available only for CBCL/1½5 and C-TRF/1½-5. DSM profiles cannot be produced independently but can be included as part of the standard output along with the empiricallybased profiles.

6-6 Setup # Preferred agency Some users group forms or individuals by agencies. These users may use one agency more than others. The preferred agency appears on each new form entry as the default agency. The agency selection can be changed during form entry. # Preferred clinician At a site with multiple clinicians, a user may enter more forms for one clinician than for others. The preferred clinician appears on each new form entry as the default clinician. The clinician selection can be changed during form entry. # Apply button User settings will be stored after this button has been selected. If setup screen is closed without selecting the APPLY button, the previous settings will be retained. # Reset button Selecting this button restores all settings that existed prior to making new selections. The Reset button will not restore previous settings if the APPLY button has been selected. LISTS & USERDEFINED FIELDS

You often enter data in ADM by making a selection from a list. Each selection has a corresponding code associated with it. This code may be important to those users who wish to do statistical analyses. Some list selections are provided with ADM. The associated codes are "reserved" unique ADM codes and cannot be changed, deleted, or duplicated. You can add your own selection categories and codes to the 4 ADM lists. In addition, 3 user-defined lists are available for your facility's special use. The 4 ADM lists are: Ethnicity--contains "reserved" ADM selections and codes Education--contains "reserved" ADM selections and codes Agency--enter your own user-defined agencies and codes Clinician--enter your own user-defined clinician names and codes

Setup 6-7 The 3 user-defined lists are: Catalog: User-defined 1-- one of 2 user-defined fields for Catalog information Form: User-defined 1-- one of 2 user-defined lists available for form entry Form: User-defined 2 -- the second of 2 user-defined lists available for form entry NOTE: The titles for the 3 user-defined fields mentioned above are the ADM default labels. Select the button, Assign Titles for User-Defined Fields (see below) to label your user-defined fields with titles that are meaningful to your facility. # List When you select a list, the list contents are displayed in the table to the right. # Print List button The list contents for the selected list and their associated codes are reported. The List Table

The list table displays information in 5 columns. The left-most column is labeled with the type of list and displays the selections (category descriptions) for that list. Each category description and code must be unique in that list. Codes can be reused in other lists. To add a category to the list table: 1) Enter a new category description in the New Category box. 2) Enter a code in the Code box. Codes can be letters or digits. 3) Select the Add button. # Category description column Those categories with white backgrounds can be modified in the list table. Those categories with grey backgrounds are ADM "reserved" categories and cannot be changed. # Code column The code for each selection is displayed in this column. If the background for a code is white, the code can be modified in the list table. If the background is grey, the code is either an ADM "reserved" code or the associated category has been selected for a form during data entry. Codes with grey backgrounds cannot be modified.

6-8 Setup # Suppress column You can customize your list by suppressing those selections provided by ADM that are not relevant to your facility. You can also suppress your user-defined categories that you may no longer use. When a category is suppressed it will not be displayed in the list during data entry. If you unsuppress the category later, that selection will appear in the list again. NOTE: During editing and post-entry verification, the suppressed category will appear in the selection list for previously entered forms that used the category. # Delete column Those categories that are not currently used by any data records can be deleted and permanently removed from the list. Only those categories with a white background are eligible for deletion. A grey background indicates that the category is currently used by a stored data record and cannot be deleted. (See Remove All Deleted button, below). # Reserved column This column is for display only. Those categories and codes that are unique ADM "reserved" selections are check-marked. These selections can never be deleted but they may be suppressed. # Remove All Deleted button All categories and codes marked for deletion will be removed if the system tables are not locked by another user or process. If the system tables are busy, the categories will not be deleted. They will have to be selected again for deletion at another time. Creating User-Defined Labels

There are 4 user-defined fields available in ADM: Catalog--1 list field 1 text field Forms-- 2 list fields Examples of a Catalog user-defined list: User-defined Title: Group User-defined category descriptions for Group: Experimental Control Example of a Forms user-defined list: User-defined Title: Event User-defined category descriptions for Event: Pretest Post test

Setup 6-9 # Assign Titles for User-Defined Fields button Initially each field has a generic title provided by ADM. You can create field titles that identify the data to be entered in the field or selected from the associated list. Type the desired label in the text box for the user-defined fields you wish to use. # Clear button Erases all entered titles in all text fields. # Restore button Restores the previously saved titles to all text fields. # Close button Saves the titles currently displayed in all text fields and closes the screen.

TRF Setup 7-1

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TRF Setup If your facility has purchased and installed the module for ages 4-18 (CBCL/4-18, TRF, YSR), this menu selection will appear under File > Setup. Several data fields in the TRF entry module involve making a selection from a list. Each selection has a corresponding code associated with it. This code may be important to those users who wish to do statistical analyses. Some list selections are provided with ADM. The associated codes are "reserved" unique ADM codes and cannot be changed, deleted, or duplicated. You can add your own selection categories and codes to the 4 ADM lists. The 4 ADM lists are: Time in class--contains "reserved" ADM selections and codes Type of class--contains "reserved" ADM selections and codes School--enter school names and codes here to maximize reliability in reporting school names Tests--create a compendium of all tests relevant to your TRFs # List When you select a list, the list contents are displayed in the table to the right. # Print List button The list contents for the selected list and their associated codes are reported.

The List Table

The list table displays information in 5 columns. The left-most column is labeled with the type of list and displays the selections (category descriptions) for that list. Each category description and code must be unique in that list. Codes can be reused in other lists. To add a category to the list table: 1) Enter a new category description in the New Category box. 2) Enter a code in the Code box. Codes can be letters or digits. 3) Select the Add button.

7-2 TRF Setup # Category description column Those categories with white backgrounds can be modified in the list table. Those categories with grey backgrounds are ADM "reserved" categories and cannot be changed. # Code column The code for each selection is displayed in this column. If the background for a code is white, the code can be modified in the list table. If the background is grey, the code is either an ADM "reserved" code or the associated category has been selected for a form during data entry. Codes with grey backgrounds cannot be modified. # Suppress column You can customize your list by suppressing those selections provided by ADM that are not relevant to your facility. You can also suppress your user-defined categories that you may no longer use. When a category is suppressed, it will not be displayed in the list during data entry. If you unsuppress the category later, that selection will appear in the list again. NOTE: During editing and post-entry verification, the suppressed category will appear in the selection list for previously entered forms that used the category. # Delete column Those categories that are not currently used by any data records can be deleted and permanently removed from the list. Only those categories with a white background are eligible for deletion. A grey background indicates that the category is currently used by a stored data record and cannot be deleted. (See Remove All Deleted button, below). # Reserved column This column is for display only. Those categories and codes that are unique ADM "reserved" selections are check-marked. These selections can never be deleted but they may be suppressed. # Remove All Deleted button All categories and codes marked for deletion will be removed if the system tables are not locked by another user or process. If the system tables are busy, the categories will not be deleted. They will have to be selected again for deletion at another time.

C-TRF Setup 8-1

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C-TRF Setup If your facility has purchased and installed a preschool module (CBCL/2-3 & C-TRF/2-5 or CBCL/1½-5 & C-TRF/1½-5), this menu selection will appear under File >Setup. Several data fields in both C-TRF entry modules involve making a selection from a list. Each selection has a corresponding code associated with it. This code may be important to those users who wish to do statistical analyses. The 2 lists provided with both C-TRFs are optional lists: School or facility -- enter names and codes of schools and facilities for consistent reporting of this information Type of facility -- create a list of types of facilities such as daycare, preschool. # List When you select a list, the list contents are displayed in the table to the right. # Print List button The list contents for the selected list and their associated codes are reported.

The List Table

The list table displays information in 4 columns. The left-most column is labeled with the type of list and displays the selections (category descriptions) for that list. Each category description and code must be unique in that list. Codes can be reused in other lists. To add a category to the list table: 1) Enter a new category description in the New Category box. 2) Enter a code in the Code box. Codes can be letters or digits. 3) Select the Add button # Category description column Those categories with white backgrounds can be modified in the list table.

8-2 C-TRF Setup # Code column The code for each selection is displayed in this column. If the backgound for a code is white, the code can be modified in the list table. If the background is grey, the associated category has been selected for a form during data entry. Codes with grey backgrounds cannot be modified. # Suppress column You can customize your list by suppressing those selections provided by ADM that are not relevant to your facility. You can also suppress your user-defined categories that you may no longer use. When a category is suppressed it will not be displayed in the list during data entry. If you unsuppress the category later, that selection will appear in the list again. NOTE: During editing and post-entry verification, the suppressed category will appear in the selection list for previously entered forms that used the category. # Delete column Those categories that are not currently used by any data records can be deleted and permanently removed from the list. Only those categories with a white background are eligible for deletion. A grey background indicates that the category is currently used by a stored data record and cannot be deleted. (See Remove All Deleted button, below). # Remove All Deleted button All categories and codes marked for deletion will be removed if the system tables are not locked by another user or process. If the system tables are busy, the categories will not be deleted. They will have to be selected again for deletion at another time.

Preparing Forms for Entry 9-1

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Preparing Forms for Entry Before entering information from a form, review it first to resolve any confusing or erroneous responses. Use a red pen or pencil to make corrections right on the checklist. Following are some guidelines for previewing checklists.

Assign ID Number and Eval ID

Demographic Data

It is important to establish a numbering system which will allow you to clearly identify each child or adult with a unique ID. An ID "number" can be any combination of letters, symbols, and digits up to a maximum of 12 characters. You can uniquely label each form completed for that person with an Eval ID. An Eval ID can be any combination of letters, symbols, and digits up to a maximum of 3 characters. For example, a child is assigned an ID number of 13327. A CBCL just completed is assigned the unique Eval ID of 001 (ID number 13327, Eval ID 001) and a TRF just completed is assigned the unique Eval ID 002 (ID number 13327, Eval ID 002). Be sure each form indicates the age and gender of the person who is described on the form. AGE AND GENDER ARE REQUIRED FOR INFORMATION TO BE ENTERED AND SAVED. You can choose whether to enter the following optional information: the person's race or ethnic group, socioeconomic status (SES), birth date, the date the form was completed, education level, and who filled out the form. You can create your own SES coding system or use an established scale such as the Hollingshead Occupation Scale.

Competence Section (CBCL & YSR)

This section is made up of items I to VII on pages 1 and 2 of the CBCL and YSR. Check the items entered by the respondent under Sports, Activities, Organizations and Jobs to be sure that they fit in those categories. If the respondent has entered the same item in more than one category, pick the category that the item best fits and eliminate the other references to that item. Use the instructions in each category for help in determining if the items belong. Item VII-1, additional academic performance subjects written in by the respondent should be scored only for academic subjects. Exclude subjects such as gym, music, art, etc.

9-2 Preparing Forms for Entry Item VII-2 (CBCL only), "Is your child in a special class or special school?", should be scored "yes" for remedial classes, "no" for advanced or accelerated classes, private schools that are not remedial, etc. NOTE: If a respondent checked more than one box for any item, score the response closest to “average”. Adaptive Functioning Section (TRF & YASR)

This section is made up of items on pages 1 and 2 of the TRF. Questions I through VI and IX through X request optional data. The information from these questions will not appear on the TRF profile but is intended for use by the professional interpreting the checklist. For questions III and IV, you can develop your own numeric coding format. Questions VII and VIII on the TRF contain information that is scored on the Adaptive Functioning Section of the TRF profile. The format for these items will be displayed in the Instruction Line of the entry program. If more than one box is checked for either of these items, score the mean of the two responses, rounded to the nearest whole number (e.g., 1.4 is rounded to 1; 1.5 is rounded to 2). On the YASR, this section is made up of items I to V on pages 1 and 2.

Problem Section (all forms)

This section contains all the items appearing on pages 3 and 4 of the CBCL, YSR, TRF, and YASR. On the CBCL/2-3, CBCL/1½-5, C-TRF/2-5, CTRF/1½-5, and YABCL, this section contains the items appearing on pages 1 and 2. Use comments written by the respondent to decide whether items deserve to be scored using the following guidelines: For each problem reported by the respondent, only the item that most specifically describes the problem should be scored. If the respondent's comments show that more than one item has been scored for a particular problem, or if he or she wrote in a problem for Item 56h or Item 113 (CBCL, TRF, or YABCL) or Item 56j (YASR) or Item 100 (CBCL/2-3, CBCL/1½-5, C-TRF/2-5, or C-TRF/1½-5) that is specifically covered elsewhere, count only the most specific item. For extreme behaviors (e.g., sets fires, attempts suicide), if the respondent noted that it happened once but circled 0 or left it blank, score 1, unless it clearly happened earlier than the interval specified in the rating instructions (6 months for the CBCL,YSR, YASR, YABCL; 2 months for the TRF, CBCL/2-3, CBCL/1½-5, C-TRF/2-5, and C-TRF/1½-5).

Preparing Forms for Entry 9-3 For items on which the respondent noted "used to do this", score as he or she scored it, unless it clearly occurred earlier than the interval specified in the instructions. If a respondent circled more than one response for an item, score the item as 1. When in doubt, score items the way the respondent scored them, except on the following items: 9. (CBCL, TRF, YABCL) Obsessions -- exclude anything that is clearly not obsessional; e.g., donot score "won't take no for an answer". 9. (YSR, YASR) Can't get mind off certain thoughts-- this item is not restricted to obsessions and can include almost anything the youth or young adult listed here except problems that are specifically listed elsewhere. If the respondent wrote "sex" for this item, for example, it would be more appropriately scored under item 96, I think about sex too much. If not covered by another item, responses that might be considered normal for the respondent's age should be scored the way the youth scored them; e.g., "cars," "girls," "boys," “getting a good job.” 28. (CBCL, TRF, YSR) 31. (CBCL/2-3, C-TRF/2-5, CBCL/1½-5, C-TRF/1½-5) Eats or drinks things that are not food -- do not score for sweets and junk food. 40. (CBCL,TRF, YABCL) Hears sounds and 70. Sees things-- do not score anxiousness about sounds and sights that others also notice; donot score experiences while under the influence of drugs or alcohol. 40. (YSR, YASR) Hears sounds and 70. Sees things-- score experiences such as "ringing in ears" and "spots before eyes" the way the respondent scored them; donot score experiences while under the influence of drugs or alcohol. 46. Nervous movements -- if "can't sit still" or anything entirely covered by Item 6 (CBCL/2-3, C-TRF) or Item 10 (CBCL, TRF, YSR, YASR, YABCL) is entered here, score only Item 6 or Item 10. 56d. (CBCL, TRF, YSR, YASR, YABCL) 57. (CBCL/2-3, C-TRF/2-5, CBCL/1½-5, C-TRF/1½-5) Problems with eyes -- do not score "wears glasses", "near-sighted", and other ordinary visual problems having an organic basis.

9-4 Preparing Forms for Entry 66. (CBCL, TRF) Compulsions -- do not score noncompulsive behavior; e.g., "keeps hitting brother". 66. (YABCL) Compulsions -- exclude anything that is clearly not a compulsive act or is not covered by another item; e.g., “overeating” should be scored on item 53 instead. 66. (YSR, YASR) I repeat certain actions over and over -- this item is not restricted to compulsions and can include almost anything the youth or adult listed here except problems that are specifically listed elsewhere. Speech repetitions or stammers, for example, would be more appropriately scored under item 79. Speech problem. 72. (CBCL & YSR) Sets fires-- score playing with matches or lighter if parent or youth reports it. 77. (CBCL, YSR, YASR, YABCL) Sleeps more than most-- do not score "wants to stay in bed", but score difficulties in waking up. 80. (CBCL/2-3, C-TRF/2-5, CBCL/1½-5, C-TRF/1½-5) Strange behavior 84. (CBCL, TRF, YSR, YASR, YABCL) Strange behavior and 85. (CBCL, TRF, YSR, YASR, YABCL) Strange ideas -- if what the respondent describes is specifically covered by another item, score the more specific item instead. 105. (CBCL, TRF, YSR) Alcohol or drugs -- do not score tobacco or medication. 100. (CBCL/2-3, C-TRF/2-5, CBCL/1½-5, C-TRF/1½-5) Additional problems 113. (CBCL, TRF, YABCL) Additional problems -- score only if not specifically covered by another item; if the parent or teacher lists more than 1 "other" item, enter only the highest score. YASR Substance Use

YASR items 117-119 request the respondent to specify frequencies of tobacco usage, drunkenness, and drug use, respectively. Enter the actual numbers written by the respondent, up to a maximum of 99 for tobacco and 999 for drunkenness and drugs. If a respondent wrote a higher number or a comment such as “constantly,” enter the maximum number allowed for that item.

Entering Data from Forms 10-1

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Entering Data from Forms The form modules consist of a series of screens used for new entry, editing previously key-entered, scanned, or converted data, and verifying previously entered responses. Data are key-entered from all forms in a similar manner. You may have chosen user-defined options to customize your personal entry sessions. Those selections will be active for all entry sessions until you change them. Each form has its own set of screens. Some forms have more screens than others. Screens from all forms have a similar format. Entered responses can be saved at any time by selecting the Save button and the entry session can be ended. Entry can be resumed later by selecting the form from the FORMS screen of the Catalog and choosing Edit. When the last problem item is completed, the entered responses from the paper form are automatically saved. You can close the form module and return to the Catalog or continue with automatic verification.

Automatic Verification

If the option for automatic verification is selected (MAIN SETUP), for all forms verification occurs immediately after the last problem item has been completed. Alternatively, you can start verification from the FORMS screen of the Catalog. A box in the top right corner of the form module instructs you to “Reenter data”. Entry boxes for items that had values entered originally are light blue; the previously entered values have been cleared. Enter each response from the form in the same way you entered it originally. If an item did not have a value entered originally, the box is white and can be skipped during the verification process, or a value can be entered. As you enter responses for verification, each entry you type is compared with the last entry you typed for the item. If the verification entry and the original entry agree, the cursor continues to the next item. If the two entries do not agree, a beep is issued and an error message appears. You must enter the correct value. NOTE: Demographics items are not included in the verification step.

10-2 Entering Data from Forms Demographics (all forms)

Information displayed and entered on this screen is found on the top of page 1 of each paper form. Some of the fields described below appear on all paper forms. Other fields are form-specific. Each field description below notes the forms that use the field. ID All forms This field is display only. The unique ID is entered on the Identification screen of the Catalog. Eval ID All forms Optional but recommended A code can be entered to provide a unique identifier for this form. Birthdate All forms This field is display only. The birthdate is entered on the Identification screen of the Catalog. It is used with the Date Filled field to calculate age. Date Filled All forms Optional Enter the date the form was completed. When entry is finished for this field, the age will automatically calculate if the Birthdate field is filled. The calculated age is displayed in the Age field. Age All forms (age in years); CBCL/2-3, C-TRF/2-5, CBCL/1½-5, C-TRF/1½-5 (age in months) REQUIRED If both the Birthdate and Date Filled fields are filled, the age is automatically calculated. Alternatively, the age can be key-entered. For CBCL/2-3, C-TRF/2-5, CBCL/1½-5 and C-TRF/1½-5, you can choose to have the age displayed and entered either in months or years. For all other forms, the age is always displayed and entered in years. If the displayed age is not in the range for the form, a warning message appears. You can choose to continue or return to the age field. If the age is key-entered and both the Birthdate and Date Filled fields are filled, the entered age will be compared with the age calculated from birthdate and date filled. If there is a discrepancy between the two ages, an error message appears. You can choose which age is the correct age.

Entering Data from Forms 10-3 Agency All forms Optional This user-defined list is created in MAIN SETUP. If the list is empty, the field is disabled and is displayed. If the list is not empty but all selections have been suppressed (see MAIN SETUP), the field is disabled and is displayed. Select the agency for this form. Clinician All forms Optional This user-defined list is created in MAIN SETUP. If the list is empty, the field is disabled and is displayed. If the list is not empty but all selections have been suppressed (see MAIN SETUP), the field is disabled and is displayed. Select the name of the clinician who requested the use of this form. User-Defined 1 All forms Optional This user-defined list and its description or title are created in MAIN SETUP. This list functions in the same way as Agency and Clinician. User-Defined 2 All forms Optional This second user-defined list and its description or title are created in MAIN SETUP. This list functions in the same way as Agency and Clinician. Demographics (form-specific)

Respondent==s First Name Forms: CBCL/4-18, TRF, CBCL/2-3, CBCL/1½-5, C-TRF/2-5, C-TRF/1½-5, YABCL Optional Enter the first name of the person who filled out this form. Respondent==s Last Name Forms: CBCL/4-18, TRF, CBCL/2-3, CBCL/1½-5, C-TRF/2-5, C-TRF/1½-5, YABCL Optional Enter the last name of the person who filled out this form.

10-4 Entering Data from Forms Respondent==s Gender Forms: CBCL/4-18, TRF, CBCL/2-3, CBCL/1½-5 C-TRF/2-5, C-TRF/1½-5, YABCL Optional Select the gender of the person who filled out this form. Respondent==s Relation Forms: CBCL/4-18, TRF, CBCL/2-3, CBCL/1½-5, C-TRF/2-5, C-TRF/1½-5, YABCL Optional From the list provided, select the relationship of the respondent to the person for whom the form has been filled out. If the specific relationship is not on the list, select "Other -- Describe:". A new entry field will be displayed. Enter the relationship in this field. Respondent==s Role Form: C-TRF/2-5, C-TRF/1½-5 Optional From the list provided, select the role the respondent holds in relation to the person who is described on the form. Years Experience Form: C-TRF/2-5, C-TRF/1½-5 Optional Enter the number of years of experience that the respondent has had in the respondent's role. Education Forms: CBCL/4-18, TRF, YSR, YASR, YABCL Optional Select the education level for the person for whom the form has been filled. If you added other education levels in MAIN SETUP, these levels appear in the Education list. Parent SES Forms: CBCL/4-18, TRF, YSR, CBCL/2-3, CBCL/1½-5, C-TRF/2-5, C-TRF/1½-5, YABCL Optional You can create your own coding system for parent socio-economic status or use an established scale.

Entering Data from Forms 10-5 Adult SES Forms: YASR, YABCL Optional You can create your own coding system for the socio-economic status of the person described on the form or use an established scale. School Form: TRF Optional This field has dual functionality. You can make a selection from a list or you can type directly into the field. You can create a list of schools for TRF forms in TRF SETUP. You can select a school that appears on the list. Alternatively, you can type a school name directly into this field. School names entered directly into the field will not be added to the list. School names are often abbreviated in a variety of ways. Using the list ensures that a school is always identified one way only. Facility or School Form: C-TRF/2-5, C-TRF/1½-5 Optional This field has dual functionality. You can make a selection from a list or you can type directly into the field. You can create a list of schools or facilities for both C-TRF forms in C-TRF SETUP. You can select a school or facility that appears on the list. Alternatively, you can type the name of the school or facility directly into this field. Names entered directly into the field will not be added to the list. Names are often abbreviated in a variety of ways. Using the list ensures that a school or facility is always identified in a consistent manner. Competence Items (CBCL/4-18 & YSR)

Competence items are entered on two screens. Competence items are found on pages 1 and 2 of the paper form. If the option to enter problems only is selected (MAIN SETUP), the two screens for Competence are disabled and competence items cannot be entered for a new entry session. However, these screens are enabled if a previously entered form is selected later for editing. Item responses can be quickly entered by head-down key-entry. When an item is filled, the cursor automatically moves to the next item. Alternatively, each dropdown list can be opened and the response can be selected. Entered values can be changed by deleting the current value or by typing over the

10-6 Entering Data from Forms current value with a different value. When the last item on a screen is filled, the next screen automatically opens. Sports, Hobbies, Groups, Jobs Enter the total number reported for each group. The number of subfields you can access for entry is determined by the total number reported for that group. For example, suppose a total of 2 sports is reported. The time and skill subfields for Sport 1 and Sport 2 are enabled. Entries cannot be made for Sport 3. Adaptive Functioning (TRF)

Adaptive functioning items are entered on one screen. Adaptive functioning items are found on pages 1 and 2 of the paper form. If the option to enter problems only is selected (MAIN SETUP), the single screen for Adaptive Functioning is disabled and adaptive functioning items cannot be entered for a new entry session. However, this screen is enabled if a previously entered TRF form is selected later for editing from the Catalog FORMS screen. Many Adaptive Functioning responses can be quickly entered by head-down key-entry. Some items are entered by opening the dropdown list and making a selection. When an item is filled, the cursor automatically moves to the next item. Alternatively, each dropdown list can be opened and the response can be selected. Entered values can be changed by deleting the current value or by typing over the current value with a different value. When the last item on the screen is filled, the first problems screen automatically opens. NOTE: The Test Scores screen is opened by a direct click on the screen tab or by pressing the Page Up or Page Down keys.

TRF Test Scores

Test scores are recorded on page 2 of the TRF. Test scores from all TRF forms are stored together and all are listed when this screen is displayed for any form. A complete list of tests and scores for an individual can be printed from the IDENTIFICATION screen of the Catalog when you select the Print Summary button. Test name Select the test from the list of test names created in TRF SETUP. Score Enter the score for the test.

Entering Data from Forms 10-7 Unit Select the unit to apply to the score from the list of units we provide. Test date The test date is an essential entry for tracking progress over time. Add When you have finished entering information about an individual test and score, press this button to add the information to the list. Clear Erase the information in the entry area and start again. Delete Remove tests and scores from the stored list by highlighting those to be deleted. Adaptive Functioning (YASR)

YASR Adaptive Functioning items are entered on two screens. Adaptive functioning items are found on pages 1 and 2 of the paper form. If the option to enter problems only is selected (MAIN SETUP ), the two screens for Adaptive Functioning are disabled and adaptive functioning items cannot be entered for a new entry session. However, these screens are enabled if a previously entered YASR form is selected later for editing from the Catalog FORMS screen. All item responses can be quickly entered by head-down key-entry. When an item is filled, the cursor automatically moves to the next item. Alternatively, each dropdown list can be opened and the response can be selected. Entered values can be changed by deleting the current value or by typing over the current value with a different value. When the last item on a screen is filled, the next screen automatically opens. Education, Job, Spouse or Partner The subfields under these headings remain disabled unless the response to the leading question for a group is "Yes".

Facility & School (C-TRF)

These optional, non-scorable items are found on page 1 of the C-TRF/2-5 and C-TRF/1½-5 paper forms. These items are not included in verification. Some of the item responses can be quickly entered by head-down key-entry. Some items are entered by opening the dropdown list and making a selection. When an item is filled, the cursor automatically moves to the next item. Alternatively, each dropdown list can be opened and the response can be selected. Entered values can be changed by deleting the current value or by

10-8 Entering Data from Forms typing over the current value with a different value. When the last item on a screen is filled, the first problems screen automatically opens. Problem Items (all forms)

Problem items are entered on a series of screens. The screen tabs identify what items are entered on each screen. Each problems screen displays a maximum of 30 problem items. Item responses can be quickly entered by head-down key-entry. When an item is filled, the cursor automatically moves to the next item. When the last item on a screen is filled, the next screen automatically opens. Alternatively, each dropdown list can be opened and the response can be selected. Entered values can be changed by deleting the current value or by typing over the current value with a different value. When the last problem item is completed, the entered responses from the form are automatically saved. You can close the form module and return to the Catalog or continue with automatic verification.

Score Profiles, Narratives & Cross-Informant Reports 11-1

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Score Profiles, Narratives & Cross-Informant Reports To start a scoring session, open the CATALOG FORMS screen and select one or more forms for scoring. Click on the Score button to open the SCORE screen. On the SCORE screen, you can request profiles, narratives, and cross-informant reports to be produced for all selected forms in a single scoring session. You can preview profiles and/or cross-informant reports for all selected forms before choosing to print output. # Profiles Select the Preview button to view the profiles prior to printing. Alternatively, you can print from the preview screen. # Cross-Informant Reports # Cross-Informant Reports (DSM) Select the Preview button to view the cross-informant reports prior to printing. Alternatively, you can print from the preview screen. DSM-oriented Cross-Informant reports can be produced for CBCL/1½-5 and C-TRF/1½-5 forms only. This option is available on this screen if the setting for DSM-oriented profiles is ON in MAIN SETUP. # Narrative A narrative report for each of the selected forms can be printed or all reports can be written to a single text file. To write the reports to a file, first place a checkmark in the File check box. Then select the directory to store the file (or use the default folder, Narrative Output, that ADM provides) and enter the name of the file. You can create a new file for all reports or append to an existing file. # Print Glossary The glossary contains definitions of terms that appear on the profiles as well as brief explanations of some of the information displayed on profiles and cross-informant reports. This glossary can also be printed from the Help menu selection.

11-2 Score Profiles, Narratives & Cross-Informant Reports # Run button Select the output you want to produce by placing a checkmark in the check box for each report type. After making your selections, click the Run button. ADM begins processing your scoring requests. Cross-informant requests are checked for valid groups. Groups that violate the grouping rules are rejected. Valid groups are: CBCL+TRF+YSR YASR+YABCL CTRF+CTRF CBCL/2-3+CBCL/2-3 CBCL/1½-5+CTRF/1½-5

CBCL, YSR, & TRF Profiles 12-1

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CBCL, YSR, & TRF Profiles The module for each form normally prints three pages for each case. If Competence/Adaptive Functioning data were not entered, only two pages will be printed. For the CBCL and TRF there are four versions of the profile, one for each sex at ages 4-11 (5-11 for the TRF) and 12-18. For the YSR there are two versions, one for each sex at ages 11-18. Each child's checklist is scored on the version of the profile corresponding to her/his age and sex. Sample profiles are included at the end of this chapter. Refer to the Manual for the Child Behavior Checklist/4-18 & 1991 Profile, the Manual for the Youth Self-Report & 1991 Profile, or the Manual for the Teacher's Report Form & 1991 Profile, all by T.M. Achenbach for details of the scales.

COMPETENCE SCALES (CBCL & YSR)

CBCL

Page 1 displays the child's standing on the Competence scales. The total score and a T score and percentile based on the relevant normative sample of nonreferred children are printed above each scale. C is printed beside T scores that are in the clinical range, while B is printed beside T scores that are in the borderline range. Activities Scale Composed of five scores, each ranging from 0 to 2, summed to yield a total of 0-10 points. Social Scale Composed of six scores, each ranging from 0 to 2, summed to yield a total of 0-12 points. School Scale Composed of four scores: a mean rating = 0-3 for up to seven academic subjects, plus Special Class, Repeated Grade, and Other Academic Problems, each scored 0-1. The School Scale can range from 0-6 points. Total Competence Score The Activities, Social, and School Scales are summed to yield a Total Competence score of 0-28 points. NOTE: Competence Scales are not scored for 4-5 year olds; raw scores are printed but no T scores are calculated.

12-2 CBCL, YSR, & TRF Profiles YSR

Activities Scale Composed of four scores, each ranging from 0 to 2, summed to yield a total of 0-8 points. Social Scale Composed of the same six scores found in the CBCL, each ranging from 0 to 2, summed to yield a total of 0-12 points. Mean School Performance Not plotted for the YSR, but consists of a mean rating = 0-3 for three to seven academic subjects. # Total Competence Score The Activities and Social Scales and Mean Academic Performance are summed to yield a Total Competence score of 0-23 points. The sum of the four (YSR) or five (CBCL) scores is rounded to .5 and is printed on the profile. I-A. (CBCL only) Number of sports, scored 0 if the parent lists 0 or 1 sport, 1 if 2 sports are listed, and 2 if 3 sports are listed. I-B. The mean of up to six scores for sports participation and skill, where each entry of "less than average" or "below average" is scored 0, "average" is scored 1, and "more than average" or "above average" is scored 2. NOTE: II-A, Number of nonsports activities, is not included on the CBCL or the YSR Activities Scales. II-B. Participation and skill in nonsports activities, scored as for I-B. IV-A. Number of jobs, scored as for I-A. IV-B. Job performance, scored as for I-B. NOTE: If data for one score on the CBCL are missing, the mean of the other four scores is used when calculating the Activities Scale score. The YSR requires all four scores.

Social Scale (CBCL & YSR)

The sum of the six scores is rounded to .5 and is printed on the profile. III-A. Number of organizations, scored as for I-A. III-B. Participation in organizations, scored as for I-B. V-1. Number of friends, scored 0 for 0 or 1 friend, 1 for 2 or 3 friends, and 2 for 4 or more friends. V-2. Times per week the child does things with friends, scored 0 for less than once a week, 1 for 1 or 2 times, and 2 for 3 or more times.

CBCL, YSR, & TRF Profiles 12-3 VI-A,B,C. Mean of nonmissing scores for behavior with siblings, other children and parents, scored 0 for "worse", 1 for "about the same", and 2 for "better". VI-D. Plays and works alone, scored as for VI-A. NOTE: If data for one score are missing, the mean of the other five scores is substituted when calculating the Social Scale score. School Scale (CBCL only)

The sum of four scores is rounded to .5 and is printed on the profile for children ages 6 and older. VII.

Mean performance in at least one academic subject, scored 0 for "failing", 1 for "below average", 2 for "average", and 3 for "above average". VIII-2. Special remedial class, scored 0 for "yes" and 1 for "no". VIII-3. Repeated grade, scored 0 for "yes" and 1 for "no". VIII-4. Other school problems, scored 0 for "yes" and 1 for "no". Mean Academic Performance (YSR only)

This does not constitute a profile scale, but is added to scores for Activities and Social Scales to obtain a Total Competence score.

Competence Profile

The graphic display on the top half of Page 1 compares the child to the relevant normative sample of nonreferred children. A black square appears on the graph above each scale at the level of the T score corresponding to the raw score obtained by the child on that scale. T scores are indicated at the left. Broken lines designate the borderline clinical range. Scores below the bottom broken line are in the clinical range.

VII-1. Mean performance in at least three academic subjects, scored 0 for "failing", 1 for "below average", 2 for "average", and 3 for "above average".

NOTE: Maladaptive behavior is indicated by LOW scores on the Competence scales and HIGH scores on the Problem scales. ADAPTIVE FUNCTIONING SCALES (TRF)

Academic Performance

Page 1 displays the child's standing on Academic Performance and four Adaptive Functioning items. The total score and a T score and percentile based on the nonreferred normative sample are printed for each item and scale. C is printed beside T scores that are in the clinical range, while B is printed beside T scores that are in the borderline range. VII-1. The mean of the teacher's ratings of the child's performance in academic subjects (1.00-5.00; rounded to 2 decimal places).

12-4 CBCL, YSR, & TRF Profiles Adaptive Functioning

Consists of separate raw scores for each of four adaptive characteristics and a scale for the sum of the four characteristics (4-28). VIII-1. How hard the child is working (1-7) VIII-2. How appropriately he/she is behaving (1-7) VIII-3. How much he/she is learning (1-7) VIII-4. How happy he/she is (1-7)

Adaptive Functioning Profile

The profile shows the raw score for the Academic Performance Scale under “Academic Performance”, the raw scores for the four Adaptive Functioning items under “Working Hard”, “Behaving Appropriately”, “Learning”, and “Happy”, and their sum under “SUM OF ITEMS 1,2,3,4”. The graphic display on the top half of Page 1 compares the child to the relevant normative sample of nonreferred children. A black rectangle appears on the graph above each scale at the level of the T score corresponding to the score obtained by the child on that scale. T scores are indicated at the left. The borderline clinical range is indicated by broken lines for Academic Performance and the sum of the four Adaptive Functioning items. Scores below the bottom broken line are in the clinical range. No clinical range is indicated for the four separate Adaptive Functioning items because these are single items. NOTE: Maladaptive behavior is indicated by LOW scores for Academic and Adaptive functioning and HIGH scores for Problems.

SYNDROME SCALES (CBCL, YSR, & TRF)

Page 2 displays syndrome scales derived from analyses of checklists filled out by parents or teachers of children referred for mental health services, or by referred youths. These scales have been given the following descriptive labels based on the items empirically found to make up each syndrome: Withdrawn, Somatic Complaints, Anxious/Depressed, Social Problems, Thought Problems, Attention Problems, Delinquent Behavior, and Aggressive Behavior. Second-order factor analysis has shown that the first three scales form one broad-band group, while the last two scales form a second. These groups have been labelled Internalizing and Externalizing, respectively. The items comprising the syndrome scales are listed on the bottom half of the page. The number preceding each item is the number it bears on the CBCL, YSR, or TRF. The wording on the profile is abbreviated; refer to the checklist for the complete wording of each item. To the left of each problem item is the score (0, 1, or 2) given the item by the respondent. The total scale score and a T score and percentile based on nonreferred children are printed above each scale. C is printed beside T scores that are in the clinical range, while B is printed beside T scores that are in the borderline range.

CBCL, YSR, & TRF Profiles 12-5 The graphic display on the top half of Page 2 compares the child to the relevant normative sample of nonreferred children. The black rectangles show the score obtained by the child on each scale, which can be compared to the T scores on the left. The broken lines across the profile designate the borderline clinical range, with problem scores above this range falling into the clinical range. Additional Syndromes (CBCL & YSR)

On the CBCL, a Sex Problems syndrome was found for boys and girls ages 4-11. It is displayed to the left of the other CBCL syndrome scales for ages 4-11. On the YSR, a Self-Destructive/Identity Problems syndrome was found for boys. It is displayed to the left of the other YSR scales for boys.

Internalizing, Externalizing, Total Problems

Page 3 displays total scores, T scores, and percentiles for Internalizing, Externalizing, and total Problems. C is printed beside T scores that are in the clinical range, while B is printed beside T scores that are in the borderline range.

Other Problems

On the right is a list of Other Problem items which were not strongly associated with any of the syndrome scales. The scores for these items are included in the Total Problems score.

Items Not Counted

The Socially Desirable items on the YSR (Items 6, 15, 28, 49, 59, 60, 73, 78, 80, 88, 92, 98, 106, 107, 108, and 109) are not counted toward the Total Problem score nor do they appear on the printed profile. In addition, because they did not discriminate significantly between referred and nonreferred children, Items 2. Allergy and 4. Asthma on the CBCL and YSR are not counted in the Total Problem score. The scores for these two items are displayed beneath the Other Problems.

TRF Attention Problems subscales

The Inattention and Hyperactivity-Impulsivity subscales of the TRF Attention Problems Scale are displayed at the left side of Page 3. These subscales were derived by factor analyzing the TRF Attention Problems items scored for the same large clinical samples from which the syndrome scales were derived, as reported by Achenbach in Russell Barkely’s ADHD Report, 1996, 4, #4, 5-9. The total score for each subscale is displayed beneath the subscale. Beneath each total score is the percentile for that score in a national normative sample of nonreferred children of the same gender and age range as the child whose TRF scores are displayed. Subscale scores that reach the 95th percentile are high enough to warrant concern.

12-6 CBCL, YSR, & TRF Profiles Profile Types (CBCL, TRF, & YSR)

The lower portion of Page 3 displays data regarding relations between the child's pattern of syndrome scores and patterns derived from cluster analyses of children referred for mental health services. These patterns are designated as Profile Types. Details of the samples, analytic procedures, profiles, and correlates of the profile patterns are presented in Empirically Based Taxonomy: How to Use Syndromes and Profile Types Derived from the CBCL/4-18, TRF, and YSR, by T.M. Achenbach. The Cross-Informant profile types have counterparts in all three instruments. These have been designated Withdrawn, Somatic Complaints, Social Problems, and Delinquent-Aggressive. The names reflect the syndromes on which the profile type usually has the highest scores. To the right of the list of Cross-Informant profile types are profile types that were found for one or more age/sex groups on one instrument only. On the CBCL, these specific profile types are Social Problems-Attention Problems (ages 12-18 only), Withdrawn-Anxious/Depressed-Aggressive (boys only), and Delinquent (all age/sex groups). On the TRF the specific profile types are Attention Problems (all age/sex groups) and Withdrawn-Thought Problems (ages 5-11 only). On the YSR, the specific profile types are Delinquent (girls only), Attention Problems-Delinquent-Aggressive (boys only), and Social Problems (both sexes). To the right of the name for each profile type is displayed the intraclass correlation (ICC) between the child's clinicalT scores on the eight syndrome scales and the clinical T scores that define each profile type for the child's age and sex. If an ICC with a profile type is >.444, “yes” is printed to the right of the ICC to indicate that the child’s profile pattern significantly (p55 for Tobacco are treated as missing because they exceed the maximum found in the normative and clinical samples. Alcohol Number of days the respondent reported being drunk in the preceding 6 months. Drugs Number of days the respondent reported using drugs in the preceding 6 months. NOTE: Scores >182 for Alcohol or Drugs are treated as missing because they exceed the 182 days in the 6-month reference period. Mean Substance Use T The mean of the T scores for the Tobacco, Alcohol, and Drugs scales (all 3 must be scored for the Mean Substance Use T to be scored).

14-4 YASR & YABCL Profiles The profile shows the scores obtained by the respondent on each item and the mean of the scores for each scale, with T scores at the right. Broken lines designate the borderline clinical range. Scores above the top broken line are in the clinical range. Black rectangles appear on the graph above each scale at the level of the T score corresponding to the score on that scale. NOTE: HIGH scores indicate HIGH substance use.

NOTE: A warning will be printed on the profile if: The subject’s age is out of the range for which the instrument was designed. There are more than 8 missing problem items. If there are more than 20 missing problem items, no scores will be calculated or plotted.

CBCL/2-3 & C-TRF/2-5 Profiles 15-1

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CBCL/2-3 & C-TRF/2-5 Profiles The module for each form prints two pages for each case. Sample profiles are included at the end of this chapter. Refer to the Manual for the Child Behavior Checklist/2-3 and the Guide for the Caregiver-Teacher Report Form for Ages 2-5 by T.M. Achenbach for details of the scales.

SYNDROME SCALES

Page 1 displays syndrome scales derived from analyses of checklists filled out by parents, preschool teachers, or caregivers. These syndrome scales have been given descriptive labels based on the items empirically found to make up each syndrome. Second-order factor analysis has shown that the leftmost syndromes form one broad-band group, while the rightmost syndromes form a second. These groups have been labelled Internalizing and Externalizing, respectively. The items comprising the syndrome scales are listed on the bottom half of the page. The number preceding each item is the number it bears on the form. The wording on the profile is abbreviated; refer to the form for the complete wording of each item. To the left of each problem item is the score (0, 1, or 2) given the item by the respondent. The total scale score and a T score and percentile based on the relevant normative sample are printed above each scale. C is printed beside T scores that are in the clinical range, while B is printed beside T scores that are in the borderline range. The graphic display on the top half of Page 1 compares the child to the relevant normative sample of children. The black rectangles show the score obtained by the child on each scale, which can be compared to the T scores on the left. The broken lines across the profile designate the borderline clinical range. Problem scores above the top broken line are in the clinical range.

Internalizing, Externalizing, Total Problems

Page 2 displays total scores, T scores, and percentiles for Internalizing, Externalizing, and Total Problems. C is printed beside T scores that are in the clinical range, while B is printed beside T scores that are in the borderline range.

Other Problems

On the right is a list of Other Problem items which were not strongly associated with any of the syndrome scales. The scores for these items are included in the Total Problems score.

15-2 CBCL/2-3 & C-TRF/2-5 Profiles NOTE: A warning will be printed on the profile if: The child’s age is out of the range for which the instrument was normed. There are more than 8 missing items. If there are more than 20 missing items, no scores will be calculated or plotted. (NOTE item 100 is not included in the count of missing items.

Cross-Informant Comparison for CBCL/TRF/YSR 16-1

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Cross-Informant Comparison for CBCL/TRF/YSR If you requested a Cross-Informant Comparison, the program will produce four pages of output for each set of up to eight checklists.

Informant Abbreviations

The top of page 1 displays information about the child and the date on which the cross-informant comparisons were made. Below this information is a listing of each form that is being compared, the age of the child when the comparison was made, and information about the informant who completed the form. Forms are designated as CBC (for CBCL/4-18), TRF, and YSR. The number following this designation is used to indicate the particular form in all the subsequent cross-informant displays. For example, CBC1 always indicates the first CBCL/4-18 that is listed at the top left side of the first page of the Cross-Informant Comparison.

89 Common Items

Scores for the 89 problem items that appear on all three instruments are displayed beneath the information section on page 1. The form abbreviations are used as column headings for responses given to these items by the informants included in the comparison. Missing data are indicated by a dash (–).

Q Correlations Between Item Scores

Page 2 displays Q correlations between item scores for pairs of informants. (Although some items appear on more than one syndrome scale, the Q correlation counts each item only once.) To help users evaluate the relative size of the Q correlations, under the heading “Reference Group” are printed the 25th percentile, the mean, and the 75th percentile values forQ correlations in large reference groups described in the Integrative Guide. If the obtained Q correlation between two informants is below the 25th percentile, the text reports cross-informant agreement as “Below average.” If the Q correlation is above the 75th percentile, the report is “Above average” agreement. Otherwise the agreement is reported as “Average.” NOTE: There is no reference sample for comparisons between two YSRs.

T Scores for Syndrome Scales

Page 3 displays bar graphs and T scores for the syndrome scale scores obtained from ratings by each informant. The bar graphs make it easy to compare syndrome scale T scores from the different informants.

16-2 Cross-Informant Comparison for CBCL/TRF/YSR T Scores for Internalizing, Externalizing, Total Problems

Page 4 displays bar graphs and T scores for Internalizing, Externalizing, and Total Problems scores obtained from ratings by each informant.

ICCs with Profile Types

The bottom of Page 4 displays intraclass correlations with the four CrossInformant Profile Types for each form.

Cross-Informant Comparison for CBCL/1½-5 and C-TRF/1½-5 17-1

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Cross-Informant Comparison for CBCL/1½-5 and C-TRF/1½-5

SYNDROME SCALES

If you requested a Cross-Informant Comparison of Syndrome Scales, the program will produce four pages of output for each set of up to eight forms. The top of Page 1 displays information about the child and the date on which the cross-informant comparisons were made. Below this information is a listing of each form that is being compared, the age of the child when the comparison was made, and information about the informant who completed the form. Forms are designated as C15 for CBCL/1½-5 and T15 for C-TRF/1½-5. The number following this designation is used to indicate the particular form in all the subsequent cross-informant displays. For example, C151 always indicates the first CBCL/1½-5 that is listed at the top left side of Page 1 of the CrossInformant Comparison.

Problem Items

Scores for problem items are displayed on Page 1. For the six syndromes that are common to the CBCL and C-TRF, and for the Other Problems, only the items that have counterparts on both forms are listed. The form abbreviations are used as column headings for responses given to these items by the informants included in the comparison. Missing data are indicated by a dash (–).

Q Correlations Between Item Scores

Page 2 displays Q correlations between item scores for pairs of informants. To help users evaluate the relative size of the Q correlations, under the heading “Reference Group” are printed the 25th percentile, the mean, and the 75th percentile values forQ correlations in reference groups described in the Manual for the ASEBA Preschool Forms & Profiles. If the obtained Q correlation between two informants is below the 25th percentile, the text reports cross-informant agreement as “Below average.” If the Q correlation is above the 75th percentile, the report is “Above average” agreement. Otherwise the agreement is reported as “Average.”

T Scores for Syndrome Scales

Page 3 displays bar graphs and T scores for the syndrome scale scores obtained from ratings by each informant. The bar graphs make it easy to compare syndrome scale scores from the different informants.

T Scores for Internalizing, Externalizing, Total Problems

Page 4 displays bar graphs and T scores for Internalizing, Externalizing, and Total Problems scores obtained from ratings by each informant.

17-2 Cross-Informant Comparison for CBCL/1½-5 and C-TRF/1½-5 DSMORIENTED SCALES

If you requested a Cross-Informant Comparison of DSM-Oriented Scales, the program will produce two pages of output for each set of up to eight forms. The top of Page 1 displays information similar to the information described previously for the Cross-Informant Comparison of Syndrome Scales. Scores for problem items are displayed on Page 1 for each of the five DSM-oriented scales. Only the items of each scale that have counterparts on both the CBCL/1½-5 and C-TRF are listed. The form abbreviations are used as column headings for responses given to these items by the informants included in the comparison. Missing data are indicated by a dash (–).

T Scores for DSM-oriented scales

Page 2 displays bar graphs and T scores for the DSM-oriented scale scores obtained from ratings by each informant. The bar graphs make it easy to compare DSM-oriented scale scores from the different informants.

Cross-Informant Comparison for YASR/YABCL 18-1

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Cross-Informant Comparison for YASR/YABCL If you request a Cross-Informant Comparison, the program will produce four pages of output for up to eight YASRs and YABCLs for an individual.

Informant Abbreviations

The top of page 1 displays information about the young adult and the date on which the cross-informant comparisons were made. Below this information is a listing of each form that is being compared, the age of the young adult when the comparison was made, and information about the informant who completed the form. Forms are designated as YAS and YAB. The number following this designation is used to indicate the particular form in all the subsequent cross-informant displays. For example, YAS1 indicates the first YASR that is listed at the top left side of the first page of the Cross-Informant Comparison.

Common Items

Scores for the 81 problem items that appear on both instruments are displayed beneath the information section on page 1. The form abbreviations are used as column headings for responses given to these items by the informants included in the comparison. Missing data are indicated by a dash (–).

Q Correlations Between Item Scores

Page 2 displays Q correlations between item scores for pairs of informants. To help users evaluate the relative size of the Q correlations, under the heading “Reference Group” are printed the 25th percentile, the mean, and the 75th percentile values for Q correlations in large reference groups described in the Manual. If the obtained Q correlation between two informants is below the 25th percentile, the text reports cross-informant agreement as “Below average.” If the Q correlation is above the 75th percentile, the report is “Above average” agreement. Otherwise the agreement is reported as “Average.” NOTE: There is no reference sample for comparisons between two

T Scores for Syndrome Scales

Page 3 displays bar graphs and T scores for the syndrome scale scores obtained from ratings by each informant. The bar graphs make it easy to compare syndrome scale T scores from the different informants.

T Scores for Internalizing, Externalizing, Total Problems

Page 4 displays bar graphs and T scores for Internalizing, Externalizing, and Total Problems scores obtained from ratings by each informant.

Cross-Informant Comparison for CBCL/2-3 and C-TRF/2-5 19-1

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Cross-Informant Comparison for CBCL/2-3 and C-TRF/2-5 If you requested a Cross-Informant Comparison, the program will produce four pages of output for each set of up to eight checklists. Note that the CBCL/2-3 and C-TRF are not compared with each other because they have too few counterpart scales. The top of page 1 displays information about the child and the date on which the cross-informant comparisons were made. Below this information is a listing of each form that is being compared, the age of the child when the comparison was made, and information about the informant who completed the form. Forms are designated as C23 for CBCL/2-3 and T25 for C-TRF/2-5. The number following this designation is used to indicate the particular form in all the subsequent cross-informant displays. For example, C231 always indicates the first CBCL/2-3 that is listed at the top left side of the first page of the CrossInformant Comparison.

99 Problem Items

Scores for 99 problem items (not including the open-ended item 100) are reported on page 1. The form abbreviations are used as column headings for responses given to these items by the informants included in the comparison. Missing data are indicated by a dash (–).

Q Correlations Between Item Scores

Page 2 displays Q correlations between item scores for pairs of informants.

T Scores for Syndrome Scales

Page 3 displays bar graphs and T scores for the syndrome scale scores obtained from ratings by each informant. The bar graphs make it easy to compare syndrome scale scores from the different informants.

T Scores for Internalizing, Externalizing, Total Problems

Page 4 displays bar graphs and T scores for Internalizing, Externalizing, and Total Problems scores obtained from ratings by each informant.

To help users evaluate the relative size of the Q correlations, under the heading “Reference Group” are printed the 25th percentile, the mean, and the 75th percentile values forQ correlations in reference groups described in the Manual for the Child Behavior Checklist/2-3 and the Guide for the Caregiver-Teacher Report Form for Ages 2-5. If the obtained Q correlation between two informants is below the 25th percentile, the text reports cross-informant agreement as “Below average.” If the Q correlation is above the 75th percentile, the report is “Above average” agreement. Otherwise the agreement is reported as “Average.”

ADM Data Transfer 20-1

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ADM Data Transfer You can copy data from one ADM system to another ADM system. Information about individuals who exist in one ADM system cannot be copied to another ADM system with no accompanying forms. Forms are selected for export based on selection criteria you enter. The exported data will be placed into a single .zip file that can be imported into another ADM system. The .zip file can be placed on a diskette or attached to an e-mail. To transfer ADM information from one ADM system to another: 1) Select those forms to be transferred by using the Export selection criteria. 2) Export the selected forms to a diskette or to a file to be sent to the facility that will import the forms. 3) Before data are imported into the receiving ADM system, codes and list descriptions used by the two facilities should be compared using the reports provided with ADM. 4) Import data into a temporary area of the receiving ADM system, match incoming persons with those already in the receiving Catalog, resolve discrepancies, and add the forms to the receiving ADM Catalog.

EXPORT .ZIP FILES

You can define your export results by selecting the combination of criteria that are important to you. Each item has a check box that turns the selection item on and off. By default, all selection items are not checked and all forms in the system will be exported. To add selection criteria, check the box next to an item and then fill in the information for the item. Preview the results of each set of selection criteria using the Analyze and Report buttons in the Export Preferences section of the screen. # Form Type Check the box and then select one or more form types from the list. As form types are selected they are displayed in the box to the right. Remove all form type selections from the box with the Clear Form Type button. All form types will again be included. # Entry Date Check the box and then enter a date range in the text boxes provided. If the box remains unchecked, the entire date range of the ADM stored data will be included.

20-2 ADM Data Transfer # Gender Check the box and select Male or Female from the list provided. If the box remains unchecked, both genders will be included. # Age Range Check the box and enter a numeric age range in the boxes provided. Years or Months can be selected to define the age range entered. The default is years and can be used for all form types. If Months is selected, only form types that accept age in months (CBCL/2-3, C-TRF/2-5, CBCL/1½-5, C-TRF/1½-5) will be searched. If no age range is indicated, all ages will be included. # Ethnicity Check the box and select an ethnicity from the list provided. If no selections are made, all ethnicities will be included. # Agency Check the box and select an agency from the list provided. # User-defined Fields The remaining selection criteria items are user-defined values. The titles displayed on these check boxes will be the user-defined definitions that were created for your site. The first item in this group displays the user-defined values for the Catalog list field. The remaining two items in the group display the user-defined values for form entry (see MAIN SETUP). Review Results

# Analyze button The number of forms that met the selection criteria will be displayed. # Report button A report can be generated showing information about the forms that met the selection criteria.

Export Preferences

# Export Directory The Export Directory is the location where the transfer file will be created. By default the file will be created in the Export folder within your ADM installation. The Export Directory can be changed by pressing the Browse button and selecting a directory from the standard path selection dialog. You can choose to have the file created directly on a diskette. # Export File Name The name of the transfer file can be entered here. This is the name that will be given to the transfer file that will be created in the Export

ADM Data Transfer 20-3 Directory. An extension should NOT be entered. ADM automatically creates the file with the extension ".zip". If a file exists with the desired filename, you will be notified. You can overwrite this file or choose another name. You cannot append to the existing file. # Export button After all options in Export Preferences section of the screen have been completed, the Export button can be pressed to create the transfer data file. The status of the export process is displayed in the Status box. IMPORT .ZIP FILES

This process occurs at the ADM system that is receiving the transferred data (the local ADM system) from the remote ADM system.

Locate Data Transfer .Zip File

To import transferred data from one ADM system to another, the .zip file containing the exported data must be located. The file can be stored on any drive accessible to the computer including a floppy drive. The default location where ADM will first look for the .zip file is ADM\EXPORT. TheBrowse button is available to find and select the location and the .zip transfer file to be imported. Only one ADM .zip file can be imported at a time.

Analyze & Compare List Codes

The ADM files must be unzipped for the local ADM system to access them. Click the ANALYZE button to prepare data in the .zip file for import and to compare certain types of data in the two systems. The incoming data must conform to the settings defined in the local ADM system. Three reports are generated that should be viewed before continuing with the transfer process. # View Catalog Lists button Some ADM data is entered by making a selection from a list. Each category in a list has a corresponding code. Some of the list descriptions are provided with ADM and are "reserved". Others can be created by users of ADM (see FILE >SETUP >MAIN >LISTS & USER-DEFINED FIELDS). This report shows all of the list codes and descriptions that are defined in the local ADM system. The report can be viewed or printed. # View Import Lists button This report shows all of the list codes and descriptions that are defined in the ADM system where the transferred data originated (remote ADM system). The report can be viewed or printed.

20-4 ADM Data Transfer NOTE: You should compare the information on both of the Lists reports to identify incoming list descriptions and codes that have no counterparts in the local ADM system. Prior to running IMPORT (see below), add new list descriptions and codes to the appropriate lists in FILE >SETUP > MAIN >LISTS & USER-DEFINED FIELDS. It is helpful to do this prior to importing new list codes. ADM can automatically add a new code to the appropriate list during import but ADM does not import list descriptions; the description for an automatically added new incoming code will appear as "Not Defined-code". You will have to redefine the list description later (in MAIN SETUP) to something meaningful. # View List Comparison button This report compares information from the two reports described above. Identical list codes that have different descriptions in the two systems are displayed and need resolution in the Translation Codes & Setup screen. Example: Agency list & codes: Remote ADM system: Code = 14 Description = Fairmont

Local ADM system: Code = 14 Description = Woodhaven

These two systems share a code (code = 14), but each defines the code differently. This problem can be resolved using List Code Translation (see below). List Code Translation & Import Setup

Data associated with incoming list codes can be assigned to other list codes that are in use in the local ADM system. Code inconsistencies identified in the Comparison report or noted by a visual comparison of the two List reports need resolution before proceeding. # Translation & Setup button Inconsistencies in coding between the remote ADM system and the settings used by the local ADM system can be resolved on the List Code Translation & Import Setup screen. To resolve the example problem above, first review the Catalog List report to see if an agency defined as "Fairmont" exists in the local ADM system. If it does, the incoming agency can be redefined to use the code in the local system. If an identical agency could not be found in the local ADM system, a new code should be assigned to the incoming agency and the incoming agency will be added to the agency list in the local ADM system. If a description exists in both systems but each system uses a different associated code, the incoming code should be changed to match the code used by the local ADM system. Otherwise, the incoming code will be

ADM Data Transfer 20-5 added to the local ADM system and the description will then exist under two codes. After making code translations on the Translation Codes & Import Setup screen, VIEW LIST COMPARISON again to check for remaining inconsistencies before proceeding to IMPORT. Import Data for Processing

After completion of code translation, the data are ready to be moved into the local ADM system. # Import button Each transferred data record is imported into a temporary storage area in the local ADM system where it can be processed later and moved into permanent ADM storage. The progress of the import function is tracked in the Status Display. When the status reports "Finished", the NEXT button can be selected to begin the Process function. # Next button You can move directly to the next step in the data transfer process, or you can choose Process Imported Data later from the ADM menu.

LIST CODE TRANSLATION & IMPORT SETUP List Code Translation

Code translations and settings selected here are specific for each ADM user and will be retained until the user decides to change them.

You often enter data into ADM by making a selection from a list. Each selection has a corresponding code associated with it. These codes may be important to those users who wish to do statistical analyses. They are also used internally by ADM as form selection criteria for Export and ADM Data Transfer. The ADM Data Transfer List Code Translation & Import Setup screen allows you to translate codes from the incoming forms to codes used by the local ADM system. If the ADM system that created the incoming forms (the remote ADM system) uses only those list descriptions supplied by ADM, there is no need to translate codes. If other user-defined descriptions were added to that ADM system, the codes and descriptions used by the two ADM systems must be compared. To help track what codes are used by both the local ADM system and the remote ADM system, three reports can be generated from the ADM Data Transfer - Import .Zip Files screen. Use these reports to compare codes and their descriptions to help you make decisions about code translations.

20-6 ADM Data Transfer If the incoming forms use the same sets of codes and descriptions as the local ADM system, code translation is not needed. If the incoming forms use codes that do not exist in the local ADM system, look for matching descriptions in the local ADM system. If a match is found, translate the incoming code to the code used by the local ADM system. If no match is found, the incoming code will be moved in automatically. ADM does not import list descriptions. So that the incoming codes and descriptions actually match to existing codes and descriptions, it is best to add new descriptions and codes to the appropriate lists in FILE >SETUP > MAIN >LISTS & USER-DEFINED FIELDS prior to running IMPORT from the ADM Data Transfer - Import .Zip Files screen. Otherwise, following import the description for the incoming code will be designated as "Not defined - code". You will have to redefine the list description later (in MAIN SETUP) to something meaningful. To convert a code used by the remote ADM system, select the list where it is used. In the list table, the category descriptions used by that list are displayed along with the codes assigned in the local ADM system. In the Transfer Code column, enter the value of incoming code next to the corresponding ADM Code value. When the transferred forms are imported into the local ADM system, codes in the Transfer Code column will be translated into the corresponding codes in the ADM Code column. Settings to Process Imported Data

When optional data in the Catalog are compared with incoming data, discrepancies may be detected. However, you will not be notified of these discrepancies. ADM will automatically retain existing information in the local ADM system unless you choose to overwrite the existing information with the incoming information.

PROCESS IMPORTED FORMS

When data are “processed”, they are saved to the permanent ADM program tables. The process function displays all imported transferred forms that are waiting to be processed. You can choose to permanently save each successfully imported form, view fatal errors, and view and resolve other errors in preparation for final processing. # Show All Forms Imported forms "owned" by all ADM users will be displayed. # View Fatal Errors button If this button is red, some forms were not successfully transferred. If you just imported a form, but do not see it in the displayed list, look here for the form. # Status After each transferred form is imported, a status is assigned:

ADM Data Transfer 20-7 OK No problems were found. This form is ready to be processed and added to the ADM system. Warnings Some problems were found that don't affect the integrity of the data. Select the Status button to view the warnings. Errors Serious problems have been found. These problems must be resolved before the form can be processed. Select the Status button to view the errors. ID Error ADM was unable to automatically match the transferred form to a child or adult who is already in the local ADM system. This is not an error but this status must be changed before standard errors and warnings can be displayed. A form can have both warnings and errors. If errors have been resolved and warnings have been reviewed and accepted, the Status changes to OK and the form is ready to be processed. To open the Errors and Warning screen or the ID Error screen, highlight the form with the problems. Either select the STATUS button or double click on the Status column in the display table. Import Display Table

The list displays forms that were imported by ADM Data Transfer but are not yet in the ADM system. The list shows only those forms "owned" by the logged-in user that were successfully transferred. Review all information in the table to be sure that each form was transferred in correctly. # First, Middle, Last Names If the ID is already in the local ADM system, these fields are grey and disabled. The person's name is displayed here if you previously entered the name in the Catalog. If the ID is new to the ADM system, these fields are white and enabled. You can enter the person's name here. # Process button Move all transferred forms with an OK status into the local ADM system. Because ADM is constantly checking forms against information in the Catalog, a form may develop an error during processing if another form for the same person processed earlier in the set changes critical information. If the form is successfully processed it no longer appears in the display table.

20-8 ADM Data Transfer Import Error List

When you select View Fatal Errors, this screen displays a list of transferred forms that were not imported into the ADM system because of fatal errors. Fatal errors cannot be corrected within the local ADM system. These errors must be resolved within the remote ADM system and the forms transferred again. # Type The abbreviation for the form type is displayed if ADM could recognize it. Form abbreviations are: CBC = CBCL/4-18 TRF = TRF YSR = YSR T25 = C-TRF/2-5 C23 = CBCL/2-3 T15 = C-TRF/1½-5 C15 = CBCL/1½-5 YAS = YASR YAB = YABCL # Error Condition This column contains a brief description of the cause of the fatal error. 1) Age missing The age on the transferred form is missing. 2) Gender missing The gender on the transferred form is missing. 3) Gender does not match Catalog information The gender on the transferred form is different from the gender that was reported for this person from a previous form. # Date Displays the date the form was transferred into ADM. # Clear Button The Clear button clears all fatal error information. Once the screen is cleared, the fatal error information is lost and cannot be retrieved.

ADM Data Transfer ID Errors

ADM alerts you to problems that have been detected in a transferred form. ID Errors are created when ADM is unable to automatically match the name or ID on a transferred form to a person already in the local ADM system. The ID Error must be resolved before standard errors and warnings can be detected and displayed.

ADM Data Transfer 20-9 Information about the name and/or ID, the gender and the date of birth (DOB) from the transferred form is displayed under the heading "Import Form Information". Information about persons in ADM that may match the incoming form is displayed under the heading "Catalog Information". There are two options available to resolve the ID Error. The first is to select a person from the Catalog Information list and click on the Use Catalog Information button. This will add the transferred form to ADM as an additional form for the selected person. The second option is to click the Process As New button. The new person and the imported form will be entered into the ADM system. An additional button on the screen labeled "No Action At This Time" allows you to exit the screen without resolving the ID Error. Import Errors & Warnings

ADM alerts you to problems that have been detected in a transferred form. Warnings are informative and intended to help you decide whether to continue processing the form or not. Errors are more serious and must be resolved before the form can be processed. It is recommended that you record the decisions you make for forms with errors and warnings so that you can inform the remote ADM site to make corrections in their system. This may help to reduce future errors and warnings from forms transferred for these individuals. To open the Errors and Warning screen, highlight the form with the problems. Either select the Status button or double click on the Status column in the display table.

Warnings

Some of the warnings are listed below: # Age out of range for this form The age recorded on the transferred form is not within the age limits for which the form was designed. # This Eval ID has been used for another form The Eval ID for this form is not unique. Another form with this Eval ID has been previously processed or is already in use for the individual in the local ADM system. This can occur when you are loading data again from a form that has already been imported, or a form was key-entered or scanned for this person in the local ADM system. If you accept this form to be processed, you may want to delete the previous form from the Catalog.

20-10 ADM Data Transfer # This ID matched to an ID for a child or adult deleted from the Catalog An individual can be deleted in the Catalog and will no longer appear on the Catalog list. However, this person remains in the ADM system until the supervisor permanently deletes the record or restores it in MAINTENANCE >CATALOG MAINTENANCE. # Gender does not match the Catalog gender If the gender reported on the incoming form does not match the gender that has been previously stored for this person in the local ADM system, the gender already in the Catalog will be used. # Decisions selections You can choose to: ( ) Accept this form to be processed ( ) Do not process this form Errors

There are 3 possible errors. The error count at the top of the screen tells you how many errors were detected and how many have been resolved. The Reset button restores the error to its original condition so that you can make a different decision if needed. # Birthdate from the form does not agree with the birthdate from the Catalog This person has previously been entered into the local ADM Catalog with a different birthdate than is reported on the incoming form. Both dates are displayed below the error. Choose the correct birthdate. The date in the local Catalog will be adjusted to the date you choose here. # Calculated age does not agree with the age from the form The age is calculated using the birthdate and test date from the incoming form. This calculated age is compared with the age reported on the form. Choose the correct age for the individual. # Ethnicity from the form does not agree with the Catalog ethnicity The person has previously been entered into the local ADM Catalog with a different ethnicity than what is reported on the transferred form. Choose the correct ethnicity. The ethnicity in the local Catalog will be adjusted to the ethnicity you choose here.

Score Processed Forms

One or more processed forms can be selected for profiles, narrative reports, and cross-informant reports. Forms can be selected randomly by holding down the CTRL key while clicking on the forms to be scored. You can select a contiguous set of forms by holding down the SHIFT key and clicking on the first and last forms to be included.

ADM Data Transfer 20-11 The forms that are initially displayed are those that are "owned" by the logged in user. # All Users Processed transferred forms "owned" by all ADM users will be displayed. # Forms to Score Only those forms that have not yet been selected for scoring will be displayed. # Forms Selected for Scoring Forms that have already been selected for scoring will be displayed. Once the SCORE button is pressed the selected form will be selected for scoring and marked whether or not the scoring was successful. The date each form was selected is displayed in the Selected column of the display table. # Select All button Highlight all the displayed forms for scoring. # Unselect All button Deselect all selected forms for scoring. # Score button Begin the scoring process. # Clear button Remove all displayed forms from the screen. These forms will NOT be deleted from ADM. You can still select these forms for scoring through the Catalog.

Export 21-1

21

Export You can export ADM data to a variety of formats based on selection criteria you entered. You can export raw data, profile scores or cross informant data, or any combination of all three.

Export Selection Criteria

You can define your export results by selecting the combination of criteria that are important to you. Each item has a check box that turns the selection item on and off. By default, all selection items are not checked and all forms in the system will be exported. To add selection criteria, check the box next to an item and then fill in the information for the item. Preview the results of each set of selection criteria using the Analyze and Report buttons in the Export Preferences section of the screen. IMPORTANT: Forms that have been "deleted" from the Catalog but have not been permanently purged by the Supervisor (MAINTENANCE > CATALOG MAINTENANCE) will be included in the export if they meet the selection criteria. If you do not want these forms exported, the supervisor must purge them before the Export process is implemented. # Form Type Check the box and then select one or more form types from the list. As form types are selected they are displayed in the box to the right. Remove all form type selections from the box with the Clear Form Type button. All form types will again be included. # Entry Date Check the box and then enter a date range in the text boxes provided. If the box remains unchecked, the entire date range of the ADM stored data will be included. # Gender Check the box and select Male or Female from the list provided. If the box remains unchecked, both genders will be included. # Age Range Check the box and enter a numeric age range in the boxes provided. Years or Months can be selected to define the age range entered. The default is years and can be used for all form types. If Months is selected, only form types that accept age in months (CBCL/2-3, C-TRF/2-5, CBCL/1½-5, C-TRF/1½-5) will be searched. If no age range is indicated, all ages will be included.

21-2 Export # Ethnicity Check the box and select an ethnicity from the list provided. If no selections are made, all ethnicities will be included. # Agency Check the box and select an agency from the list provided. # User-defined Fields The remaining selection criteria items are user-defined values. The titles displayed on these check boxes will be the user-defined definitions that were created for your site. The first item in this group displays the user-defined values for the Catalog list field. The remaining two items in the group display the user-defined values for form entry (see MAIN SETUP). Review Results

# Analyze button (Raw scores and Profile scores) Using the checkboxes on the left, select the type of scores (raw or profile) that you want to analyze. In the box to the right, the number of forms that met the selection criteria will be displayed. NOTE: If you are exporting CBCL/1½-5 or C-TRF/1½-5 data, DSMoriented raw data and profiles will automatically be included in the report.

# Report button (Raw scores and Profile scores) A report can be generated showing information about the forms that met the selection criteria. Select the type of scores (raw or profile) for the report using the checkboxes on the left. # Analyze button (X-informant scores) In the box to the right, the number of cross-informant groups that had at least one form that met the selection criteria will be displayed. The total number of matching forms in the groups will also be displayed. NOTE: Cross-informant scored data is available only if the supervisor set the option (File >SETUP >MAIN) to save these scores.

NOTE: CBCL/1½-5 and C-TRF/1½-5 DSM-oriented Cross-Informant scores cannot be exported.

Export 21-3 # Report button (X-informant scores) A report can be generated showing all the forms in groups that have at least one matching form. Export Preferences

Export Directory If a user is selected, only cross-informant data created by that user is Exported. # Export Directory The Export Directory is the path where the export data file(s) will be created. By default the file(s) will be created in the Export folder within your ADM installation. The Export Directory can be changed by pressing the Browse button and selecting a directory from the standard path selection dialog. # Export File Format The Export File Format list allows you to select the output file type. The output file(s) that are generated will be created in the output format that is selected from this list. File formats: FoxPro 2.x FoxPro Excel 5.0 Excel Lotus 1-2-3 1a Lotus 1-2-3 2.x Lotus Symphony 1.0 Lotus Symphony 1.1 or 1.2 Multiplan 4.01 Comma delimited Visicalc DIF SDF (System Data Format) SYLK (Symbolic Link) CSV (Comma Separated Value File) # Data types for export Three types of data can be exported. These data types can be selected individually or collectively: 1) raw data (entered, unscored data) 2) scored data 3) cross-informant scored data. NOTE: Cross-Informant scored data are available only if the supervisor set the option (MAIN SETUP) to save these data.

21-4 Export Each type of export data will be exported into its own file. Select the type(s) you want to export. Enter an export file name for each of the export types that have been selected. IMPORTANT: The file name should NOT contain a file extension. File extensions will be generated based on the Export File Format that has been selected. # Export button Once the items in the Export Preferences section of the screen are completed the Export button can be pressed to create the export output file(s). The status of the export process is displayed in the Status box.

DOS Data Conversion & Data Format 22-1

22

DOS Data Conversion It is possible to convert the ASCII data produced by our DOS programs into ADM format. Convert data for each form type separately. Some of the setup options depend on the type of forms. To convert ASCII data: 1) Copy all ASCII files to be converted to the folder ..\ADM\impfiles 2) Establish all codes and translations in Setup 3) Load ASCII files for conversion 4) Process converted data WE STRONGLY RECOMMEND THAT FOR EACH CONVERSION SESSION, YOU CONVERT FILES OF ONLY ONE FORM TYPE. THE SETTINGS YOU SPECIFY IN SETUP MAY BE FORMSPECIFIC. ASCII data formats for each type of convertible DOS data are included at the end of this chapter. Refer to these formats for help with pre-conversion setup.

Setup ID Translation

Because names were not stored with the ASCII data, only ID numbers will be converted. You can continue to locate individuals in the Catalog by ID. You can add the names during the conversion process or you can enter them in the Catalog later. Some users may have stored additional information in the ID field and/or in the cards. You can separate additional data from the actual ID and store it in a choice of user-defined fields. You can reassign data stored in cards to ADM user defined fields. The DOS ID is 10 characters long. A template of the ID is displayed in the center of the screen. DOS ID numbers are stored right-justified. If your DOS ID was less than 10 characters, the ID field in the ASCII file was padded on the left with blanks. If you used the DOS ID field only for a unique identifier for each individual, the default settings are appropriate.

Translate to ADM Codes

If you stored other information in the DOS ID field, you must know what positions in the field hold ID data and what positions hold other data.

22-2 DOS Data Conversion & Data Format ID Mark those positions that hold only unique ID data. # Eval ID If you used a code to differentiate one form for an individual from another form, you should convert this code to an Eval ID. The ADM Eval ID field allows a maximum of 3 characters or digits. # Symbol Substitution If you have embedded blanks in your DOS ID or converted Eval ID, you can substitute a symbol for those blanks. Select ID and/or Eval ID. Then enter the symbol in the box to the right. # Clinician # Form User-Defined (First field) # Form User-Defined (Second field) These three data fields are based on lists of categories. The lists can be created in MAIN SETUP prior to conversion with category descriptions and codes. Alternatively, ADM can load the lists with codes from the converted data, and you can modify the category descriptions later. The ADM default description for an undefined category is “Not Defined code.” In addition to a field specifically intended for clinician identification, ADM offers 2 user-defined fields available for form entry. If you have other data stored in the ID or in the ASCII cards, you can store that converted data in one of these fields. # ASCII Origin On the right side of the ID template you can indicate where the codes for these fields have been stored in the ASCII file. # ID Select the positions in the ID template where the code is stored. # Card Most DOS entry programs allow you to enter card numbers. You may have entered user-defined codes there instead. Each type of form has a set number of cards. This number varies among forms. As you run this setup for each type of data, check that the card number designation is correct for the form type. Setup Code Translation

Our DOS programs allowed you to create your own coding system for a number of data fields. In ADM, these fields are lists. ADM has many "reserved" codes for these same fields and also provides some standard categories for the lists. You may have used a different code for a category in

DOS Data Conversion & Data Format 22-3 your DOS program than ADM now uses. Your codes can be translated into current ADM codes. If you used other categories that ADM does not provide, you can use MAIN SETUP to add your categories and codes to the ADM lists. IMPORTANT: Be sure to include ALL your ASCII codes for code translation. Any data fields that use ASCII codes that are not translated here will be moved into ADM directly. In ADM these codes may be associated with a different category than was originally entered in the DOS program.

The 5 ADM lists are: 1) Ethnicity: ALL data types 2) Education: ALL data types EXCEPT C-TRF/2-5 and CBCL/2-3 3) Type of facility: C-TRF/2-5 ONLY (no reserved codes) 4) Time in class: TRF ONLY 5) Type of class: TRF ONLY # List When you select a list, the list contents are displayed in the table to the right. # Print List The list contents for the selected list and their associated codes are reported. The List Table

The list table displays information in 3 columns. The left-most column is labeled with the type of list and displays the selections (category descriptions) for that list. Each category description and code must be unique in that list. Codes can be reused in other lists. You cannot add a category here. You must do that in MAIN SETUP. # ADM Code This column is read-only. It displays the codes that already exist in ADM for all the category descriptions currently in the list. These codes cannot be changed here. You may be able to change codes in MAIN SETUP if the code is not reserved or is not currently used by an ADM data record. # ASCII Code Enter the code you used for each category when you entered data using the DOS program.

22-4 DOS Data Conversion & Data Format Load ASCII Files for Conversion

Source Folder for ASCII Files You must copy all the ASCII files you want to convert to the folder ..\ADM\impfiles. BE SURE YOU HAVE THE ORIGINAL ASCII FILES STORED ELSEWHERE! NOTE: As files are successfully loaded, they are renamed with the load date and time and moved to the FileDone folder. If you want to reprocess a file, we recommend copying the file from FileDone and renaming it before reloading. Files For Conversion Table All files found in the ..\ADM\impfiles folder are displayed. You can choose to display this list in the date order in which they were created. You can list the files by form type if you retained the DOS program convention of file extension assignments (extension = form type). Select one or more files to load by clicking in the file's check box on the left. You can Select All files and Unselect All files. WE STRONGLY RECOMMEND THAT FOR EACH CONVERSION SESSION, YOU CONVERT FILES OF ONLY ONE FORM TYPE. THE SETTINGS YOU SPECIFIED MAY BE FORM-SPECIFIC. # Load File(s) button All the selected files begin loading into ADM. The status of the loading process is displayed in the Status box. As ASCII data are loaded, all the data values in each ASCII record are checked for validity. If an ID on a form being loaded matches to an ID already in ADM, comparisons of specific data fields are made to identify discrepancies. Because ADM is thoroughly checking and comparing data, the load time can be lengthy. We suggest you run the conversion utility overnight or run several conversion sessions with small ASCII files. As each successful file load is completed, the ASCII file is renamed with the load date and time and moved to a sub-folder titled FileDone. Load problems If errors are detected in the file, you will be notified of the data integrity problem. You can choose to skip over the problem records and continue loading other data in the file, or you can choose to abort the load. In either case, the data file is renamed as "error-" plus date and time information. This file remains in the conversion source folder.

DOS Data Conversion & Data Format 22-5 # Next button When the Status box reports that the Load is "Finished", select this button to begin processing the loaded data. Process Converted Forms

When data are “processed”, they are saved to the ADM program tables. The process function displays all converted forms that are waiting to be processed. You can choose to permanently save each successfully loaded form, view fatal errors, and view and resolve other errors in preparation for final processing. # View Fatal Errors button If this button is red, some forms were not successfully loaded. Check this screen first to see what conversion errors were detected. # Show All Forms Converted forms "owned" by all ADM users will be displayed.

Conversion Display Table

A table that lists the converted forms loaded from ASCII files is displayed. The list shows only those forms "owned" by the logged in user that were successfully loaded. Review all information in the table to be sure that each form was converted correctly. # Status After each converted form is loaded, a status is assigned. A form can have both warnings and errors. If errors have been resolved and warnings have been reviewed and accepted (see Errors & Warnings, below), the Status changes to OK and the form is ready to be processed. # OK No problems were found. This form is ready to be processed. # Warnings Some problems were found that don't affect the integrity of the data. Select the Status button to view the warnings. # Errors Serious problems have been found. These problems must be resolved before the form can be processed. Select the Status button to view the errors. # First, Middle, Last Names If the ID is already in the ADM system, these fields are grey and disabled. The person's name is displayed here if you previously entered the name in the Catalog. If the ID is new to the ADM system, these fields are white and enabled. You can enter the person's name here.

22-6 DOS Data Conversion & Data Format # Process button Move all converted forms with an OK status into the ADM system. Because ADM is constantly checking forms against information in the Catalog, a form may develop an error during processing if another form for the same person processed earlier in the set changes critical information. If the form is successfully processed it no longer appears in the display table. Conversion Error List

When you select View Fatal Errors, this screen displays a list of ASCII data records that were not loaded into the ADM system because of fatal errors. Fatal errors cannot be corrected within the ADM system. When a record triggers a fatal error, the ASCII record is moved into a file that is named with the words “Error-” and then the current date and time. Once the records in the error file have been corrected, the error file can be loaded again for conversion. # Type The abbreviation for the form type is displayed if ADM could recognize it. Otherwise, *** is displayed. CBC --> CBCL/4-18 TRF --> TRF YSR --> YSR T25 --> C-TRF/2-5 C23 --> CBCL/2-3 YAS --> YASR YAB --> YABCL SIA --> SCICA DOF --> DOF # ID The 10-character ID from the ASCII record is displayed. If the ID could not be recognized, stars (*) may fill the field or the field may be blank. # File Name The File Name column contains the date, time, and extension of the error file that is generated when a fatal error occurs. This field along with the Line number field allows you to locate the ASCII record in the error file. # Line # Each ASCII record is made up of 2-5 data cards depending on the form type. The Line # column contains the line number of the last card of the ASCII record that caused the fatal error. Refer to the form’s ASCII data format at the end of this chapter to check for its number of data cards.

DOS Data Conversion & Data Format 22-7 # Error Condition This column contains a brief description of the cause of the fatal error. 1) Required data missing or corrupt Age, Gender or ID were missing or were invalid. These fields are REQUIRED for ADM to successfully convert data. 2) Corrupt, 23 or Corrupt, xx The reported number refers to a position in the ASCII record where unexpected data elements were found. Refer to the ASCII file formats at the end of this chapter to find out what data item is stored at the position. 3) Invalid line length detected The length of one of the data cards is incorrect. # Date Displays the date the form was converted into ADM format. # Clear button The Clear button clears all fatal error information. Once the screen is cleared, the fatal error information is lost and can not be retrieved. Conversion Errors & Warnings

ADM alerts you to problems that have been detected in a converted form. Warnings are informative and intended to help you decide whether to continue processing the form or not. Errors are more serious and must be resolved before the form can be processed. To open the Errors and Warning screen, highlight the form with the problems. Either select the Status button or double click on the Status column in the display table.

Warnings

Some of the warnings are listed below: Age out of range for this form The age recorded in the ASCII record is not within the age limits for which the form was designed. This Eval ID has been used for another form The Eval ID for this form is not unique. Another form with this Eval ID has been previously processed or is already in use for the individual. This can occur when you are loading data from a form that has already been converted or a form was key-entered for this person. If you accept this form to be processed, you may want to delete the previous form from the Catalog.

22-8 DOS Data Conversion & Data Format This ID matched to an ID for a child or adult deleted from the Catalog A child or adult can be deleted in the Catalog and will no longer appear on the Catalog list. However, this person remains in the ADM system until the supervisor permanently deletes the record or restores it. Gender does not match the Catalog gender If the gender reported on the form does not match the gender already in ADM from a previous form, then the Gender already in the Catalog will be used. # Decisions selections You can choose to: ( ) Accept this form to be processed ( ) Do not process this form Errors

There are 3 possible errors. The error count at the top of the screen tells you how many errors were detected and how many have been resolved. The Reset button restores the error to its original condition so that you can make a different decision if needed. Birthdate from the form does not agree with the birthdate from the Catalog This person has previously been logged into the ADM Catalog with a different birthdate than is reported in the ASCII record. Both dates are displayed below the error. Choose the correct birthdate. The date in the Catalog will be adjusted to the date you choose here. Calculated age does not agree with the age from the form The age is calculated using the birthdate and test date stored in the ASCII record. This age is compared with the age reported in the ASCII data. Choose the correct age for the individual. Ethnicity from the form does not agree with the Catalog ethnicity The person has previously been logged into the ADM Catalog with a different ethnicity than what is reported in the ASCII file. Choose the correct ethnicity. The ethnicity in the Catalog will be adjusted to the ethnicity you choose here.

DOS Data Conversion & Data Format 22-9

CBCL, YSR, & TRF ASCII Data Format The ASCII file of CBCL, YSR, or TRF raw data created by our DOS program contains the following information. The column number for each item is given, together with the range of possible values. Where applicable, the default missing value for each item (the value stored if the informant gave no response) is given in parentheses following the description of the item. The data are stored in three records (referred to as “cards”) per case. CBCL -- Output from DOS program ENTER DATA mode-- (*.CBC) Competence Section First Card: Col. # Field Description 01-10 Subject ID #. (Blanks) 11-12 Card number: (01) 13 Sex: 1=Boy; 2=Girl 14-15 Age in years a 16 Ethnicity: User selected code. (Blank) a Date Filled Out: MMDDYY. (Blanks) 17-22 a Date of Birth: MMDDYY. (Blanks) 23-28 a Socioeconomic Status: User 29-30 selected code. (Blanks) a 31 Filled Out By: 1=Mother; 2=Father; 3=Other; 4=Multiple. (Blank) a 32-33 Agency code: User selected code. (Blanks) 34 Total # of Sports: 0-3. (9) 35 Time in Sport A: 1=Below Average; 2=Average; 3=Above Average; 9=Don=t know. (9) 36 Skill in Sport A: 1-3. (9) 37 Time in Sport B: 1-3 (9) 38 Skill in Sport B: 1-3. (9) 39 Time in Sport C: 1-3. (9) 40 Skill in Sport C: 1-3. (9) 41 Total # of Activities: 0-3. (9) 42 Time in Activity A: 1-3. (9) 43 Skill in Activity A: 1-3. (9) 44 Time in Activity B: 1-3. (9) 45 Skill in Activity B: 1-3. (9) 46 Time in Activity C: 1-3. (9) 47 Skill in Activity C: 1-3. (9) 48 Total # of Organiz.: 0-3. (9) 49 How Active in Org. A: 1-3. (9) 50 How Active in Org. B: 1-3. (9) 51 How Active in Org. C: 1-3. (9) 52 Total # of Jobs: 0-3. (9) 53 How Well Does Job A: 1-3. (9) 54 How Well Does Job B: 1-3. (9) 55 How Well Does Job C: 1-3. (9)

First Card (cont.) Col. # Field Description 56 # of Friends: 1=None; 2=1; 3=2 or 3; 4=4 or more. (9) 57 Times/Week with Friends: 1=less than 1; 2=1 or 2; 3=3 or more. (9) 58 Gets Along w/Sibs: 0-3. (9) 59 Gets Along w/Peers: 1-3. (9) 60 Gets Along w/Parents: 1-3. (9) 61 Play/Work by Self: 1-3. (9) 62 Academic Performance, Subject A: 1=Failing; 2=Below Ave.; 3=Average; 4=Above Average. (9) 63 Subject B: 1-4. (9) 64 Subject C: 1-4. (9) 65 Subject D: 1-4. (9) 66 Subject E: 1-4. (9) 67 Subject F: 1-4. (9) 68 Subject G: 1-4. (9) b 69 Special Class: 1=Yes; 2=No. (9) b Repeated Grade: 1=Yes; 2=No. (9) 70 b Other Acad. Problems: 1=Yes; 71 2=No. (9) 72-74 The letters “CBC” to identify this as a CBCL raw data file. Problem Section Second Card: 01-15 Same as card 1 (11-12: card number is 02.) 16-80 Problem Items 1-58 from CBCL: 0-2. (9) Third Card: 01-15 Same as cards 1-2 (11-12: card number is 03). 16-70 Problem Items 59-113 from CBCL: 0-2. (9) 71-73 The letters “END” to mark verified case, “UNV” to mark unverified case, or “EDT” to mark edited case.

22-10 DOS Data Conversion & Data Format YSR -- Output from DOS ENTER DATA mode-(*.YSR) Competence Section First Card: Col. # Field Description 01-10 Subject ID #. (Blanks) 11-12 Card number: (01) 13 Sex: 1=Boy; 2=Girl 14-15 Age in years a 16 Ethnicity: User selected code. (Blank) a Date Filled Out: MMDDYY. (Blanks) 17-22 a Date of Birth: MMDDYY. (Blanks) 23-28 a Socioeconomic Status: User 29-30 selected code. (Blanks) a 31-32 Grade in School. (Blanks) a Agency code: User 33-34 selected code. (Blanks) 35 Total # of Sports: 0-3. (9) 36 Time in Sport A: 1=Below Average; 2=Average; 3=Above Average; 9=Don=t know. (9) 37 Skill in Sport A: 1-3. (9) 38 Time in Sport B: 1-3 (9) 39 Skill in Sport B: 1-3. (9) 40 Time in Sport C: 1-3. (9) 41 Skill in Sport C: 1-3. (9) 42 Total # of Activities: 0-3. (9) 43 Time in Activity A: 1-3. (9) 44 Skill in Activity A: 1-3. (9) 45 Time in Activity B: 1-3. (9) 46 Skill in Activity B: 1-3. (9) 47 Time in Activity C: 1-3. (9) 48 Skill in Activity C: 1-3. (9) 49 Total # of Organiz.: 0-3. (9) 50 How Active in Org. A: 1-3. (9) 51 How Active in Org. B: 1-3. (9) 52 How Active in Org. C: 1-3. (9) 53 Total # of Jobs: 0-3. (9) 54 How Well Does Job A: 1-3. (9) 55 How Well Does Job B: 1-3. (9) 56 How Well Does Job C: 1-3. (9)

First Card (cont.) Col. # Field Description 57 # of Friends: 1=None; 2=1; 3=2 or 3; 4=4 or more. (9) 58 Times/Week with Friends: 1=less than 1; 2=1 or 2; 3=3 or more. (9) 59 Gets Along w/Sibs: 0-3. (9) 60 Gets Along w/Peers: 1-3. (9) 61 Gets Along w/Parents: 1-3. (9) 62 Play/Work by Self: 1-3. (9) 63 Academic Performance, Subject A: 1=Failing; 2=Below Ave.; 3=Average; 4=Above Average. (9) 64 Subject B: 1-4. (9) 65 Subject C: 1-4. (9) 66 Subject D: 1-4. (9) 67 Subject E: 1-4. (9) 68 Subject F: 1-4. (9) 69 Subject G: 1-4. (9) 70-72 The letters “YSR” to identify this as a YSR raw data file. Problem Section Second Card: 01-15 Same as card 1 (11-12: card number is 02.) 16-80 Problem Items 1-58 from YSR: 0-2. (9) Third Card: 01-15 Same as cards 1-2 (11-12: card number is 03). 16-69 Problem Items 59-112 from YSR: 0-2. (9) 70-72 The letters “END” to mark verified case, “UNV” to mark unverified case, or “EDT” to mark edited case.

DOS Data Conversion & Data Format 22-11 TRF -- Output from DOS ENTER DATA mode-- (*.TRF) Adaptive Functioning Section First Card: Col. # Field Description 01-10 Subject ID #. (Blanks) 11-12 Card number: (01) 13 Sex: 1=Boy; 2=Girl 14-15 Age in years a 16-17 Grade in School. (Blanks) a Ethnicity: User selected code. (Blank) 18 a Socioeconomic Status: User 19-20 selected code. (Blanks) a 21-26 Date Filled Out: MMDDYY. (Blanks) a Filled Out By: 1=Teacher; 2=Counselor; 27 3=Other; 4= Multiple. (Blank) a 28-29 Agency code: User selected code. (Blanks) a 30-31 Number of months known child. (99) a How well knows child: User 32 selected code. (9) a 33 Time in Class: User selected code. (9) a 34 Type of Class: User selected code. (9) ab 35 Special Class: 0=No; 1=Yes. (9) ab Repeated Grade: 0=No; 1=Yes. (9) 36 37 Academic performance: Subject A: 1=Failing; 2=Below average; 3=Average; 4=Above average; 5=Far above average. (9) 38 Subject B: 1 through 5. (9) 39 Subject C: 1 through 5. (9) 40 Subject D: 1 through 5. (9) 41 Subject E: 1 through 5. (9) 42 Subject F: 1 through 5. (9) a

Not needed to score profile.

First Card (cont.) Col. # Field Description 43-45 Mean Acad. Perform. x 100; (999) (automatically computed by entry program from columns 37-42) 46 How hard working: 1=Much less than average; 2=Somewhat less;3=Slightly less;4=Average; 5=Slightly more; 6=Somewhat more;7=Much more. (9) 47 Appropriately behaving: 1 through 7. (9) 48 How much learning: 1 through 7. (9) 49 Happy: 1 through 7. (9) a 50-52 Achievement test grade level. (999) a Achievement test percentile. (00) 53-54 a IQ. (999) 55-57 58-60 The letters “TRF” to identify this as a TRF raw data file.

Problem Section Second Card: 01-15 Same as card 1 (11-12: card number is 02.) 16-80 Problem Items 1-58 from TRF: 0-2. (9) Third Card: 01-15 Same as cards 1-2 (11-12: card number is 03). 16-70 Problem Items 59-113 from TRF: 0-2. (9) 71-73 The letters “END” to mark verified case, “UNV” to mark unverified case, or “EDT” to mark edited.

22-12 DOS Data Conversion & Data Format

YASR & YABCL ASCII Data Format The file of YASR or YABCL ASCII data contains the following information. The column number for each item is given, together with the range of possible values. Where applicable, the default missing value for each item (the value stored if the informant gave no response) is given in parentheses following the description of the item. The data are stored in three or four records (referred to as “cards”) per case. YASR --ASCII data format-- (*.YAS) First Card (cont.) Adaptive Functioning Section Col. # Field Description First Card: 55 Marital status: 0=Never; 1=W/spouse; Col. # Field Description 1-10 Subject ID #. (Blanks) 2=Widow; 3=Sep; 4=Div; 5=Other. (9) 11-12 Card number: (01) 56 Living w/partner: 0=No; 1=Yes. (9) 13 Sex: 1=Male; 2=Female 57 Spouse A: 0-2. (9) 14-15 Age in years 58 Spouse B: 0-2. (9) a 59 Spouse C: 0-2. (9) 16 Ethnicity: User selected code. (Blank) a 60 Spouse D: 0-2. (9) 17-22 Date filled out: MMDDYY. (Blanks) 61 Spouse E: 0-2. (9) a Date of birth: MMDDYY. (Blanks) 23-28 62 Spouse F: 0-2. (9) a Subject=s socioeconomic status: User 29-30 63 Spouse G: 0-2. (9) selected code. (Blanks) 64 Illness: 0=No; 1=Yes. (9) 31 Education: 1= No HS; 2=GED; 3=HS grad; 65 Concerns: 0=None; 1=Concerns (9) 4=Some coll; 5=Assoc; 6=BA/RN; 66-68 The letters “YAS” to identify 7=Some grad; 8=Master; 9=PhD/Law; this as a YASR raw data file. 0=Other. (Blank) a 32-33 Agency code: User selected code. (Blanks) Problem Section Second Card: 34 # of friends: 0=None; 1=1; 1-15 Same as card 1 (11-12: card number is 02.) 2=2 or 3; 3=4 or more. (9) 16-80 Problem Items 1-56j from YASR: 0-2. (9) 35 Times/month with friends: 0=less than 1; 1=1 or 2; 2=3 or more. (9) Third Card: 36 Gets along w/friends: 0-2. (9) 1-15 Same as cards 1-2 (11-12: card number is 03). 37 Times invites friends: 0-2 (9) 16-75 Problem Items 57-116 from YASR: 0-2. (9) 38 In education program: 0=No; 1=Yes. (9) 39 Education A: 0-2. (9) Fourth Card: 40 Education B: 0-2. (9) 1-15 Same as cards 1-3 (11-12: card number is 04). 41 Education C: 0-2. (9) 16-17 117. Tobacco use/day: 00-99. (Blanks) 42 Education D: 0-2. (9) 18-20 118. Days drunk: 000-999. (Blanks) 43 Education E: 0-2. (9) 21-23 119. Drug use: 000-999. (Blanks) 44 Paid job: 0=No; 1=Yes. (9) 24-26 The letters “END” to mark verified case, 45 Job A: 0-2. (9) “UNV” to mark unverified case, or “EDT” to 46 Job B: 0-2. (9) mark edited case. 47 Job C: 0-2. (9) 48 Job D: 0-2. (9) 49 Job E: 0-2. (9) 50 Job F: 0-2. (9) 51 Job G: 0-2. (9) 52 Gets along w/sibs: 0-4. (9) 53 Gets along w/mother: 0-4. (9) 54 Gets along w/father: 0-4. (9)

DOS Data Conversion & Data Format 22-13 YABCL --ASCII data format-- (*.YAB) First Card: Col. # Field Description 1-10 Subject ID #. (Blanks) 11-12 Card number: (01) 13 Sex: 1=Male; 2=Female 14-15 Age in years a 16 Ethnicity: User selected code. (Blank) a 17-22 Date filled out: MMDDYY. (Blanks) a Date of birth: MMDDYY. (Blanks) 23-28 a Subject=s socioeconomic status: User 29-30 selected code. (Blanks) a 31-32 Parents= socioeconomic status: User selected code. (Blanks) 33 Education: 1= No HS; 2=GED; 3=HS grad; 4=Some coll; 5=Assoc; 6=BA/RN; 7=Some grad; 8=Master; 9=PhD/Law; 0=Other. (Blank) 34 Filled out by: 1=mother; 2=father; 3=other; 4=multiple, 5=spouse/partner. (Blank) a 35-36 Agency code: User selected code. (Blanks) 37-39 The letters “YAB” to identify this as a YABCL raw data file. Problem Section Second Card: 1-15 Same as card 1 (11-12: card number is 02.) 16-80 Problem Items 1-58 from YABCL: 0-2. (9) Third Card: 1-15 Same as cards 1-2 (11-12: card number is 03). 16-70 Problem Items 59-113 from YABCL: 0-2. (9) 71 Problem Item 114 from YABCL: No=0; Yes=1. (9) 72-74 The letters “END” to mark verified case, “UNV” to mark unverified case, or “EDT” to mark edited case. a

Not needed to score profile.

22-14 DOS Data Conversion & Data Format

CBCL/2-3 ASCII Data Format The file of CBCL/2-3 ASCII data contains the following information. The column number for each item is given, together with the range of possible values. Where applicable, the default missing value for each item (the value stored if the informant gave no response) is given in parentheses following the description of the item. The data are stored in two records (referred to as “cards”) per case. CBCL/2-3 -- Output from DOS ENTER DATA-- (*.C23) First Card: Col. # Field Description 1-10 Subject ID #. (Blanks) 11-12 Card number: (01) 13 Sex: 1=Boy; 2=Girl 14-15 Age in years a 16 Ethnicity: User selected code. (Blank) a Date Filled Out: MMDDYY. (Blanks) 17-22 a Date of Birth: MMDDYY. (Blanks) 23-28 a Socioeconomic Status: User selected code. 29-30 (Blanks) a 31 Filled Out By: 1=Mother; 2=Father a Agency code: User selected code. 32-33 (Blanks) 34-80 Problem items 1-47: 0-2 (9) 81-83 The letters “C23" to identify this As a CBCL/2-3 raw data file.

a

Not needed to score profile.

Second Card: Col. # Field Description 1-15 Same as first card (11-12, Card number = 02) 16-68 Problems items 48-100: 0-2 (9) 69-71 The letters “END” to mark verified case, “UNV” to mark unverified case, “EDT” to mark edited case.

DOS Data Conversion & Data Format 22-15

C-TRF/2-5 ASCII Data Format The file of C-TRF/2-5 ASCII data contains the following information. The column number for each item is given, together with the range of possible values. Where applicable, the default missing value for each item (the value stored if the informant gave no response) is given in parentheses following the description of the item. The data are stored in three records (referred to as “cards”) per case. C-TRF/2-5 --ASCII data format-- (*.T25) Second Card: First Card: Col. # Field Description Col. # Field Description 1-15 Same as first card (11-12, Card number = 02) 1-10 Subject ID #. (Blanks) 16-75 Problem items 1-60: 0-2 (9) 11-12 Card number: (01) 13 Sex: 1=Boy; 2=Girl 14-15 Age in years (leading 0) Third Card: a Col. # Field Description 16 Ethnicity: User selected code. (Blank) a 1-15 Same as first card (11-12, Card number = 03) Date Filled Out: MMDDYY. (Blanks) 17-22 16-55 Problem items 61-100: 0-2 (9) a Date of Birth: MMDDYY. (Blanks) 23-28 56 Illness, disability: 0=No; 1=Yes (9) a Socioeconomic Status: User selected code. 29-30 57-59 The letters “END” to mark verified case, (Blanks) “UNV” to mark unverified case, or “EDT” to a mark edited case. 31 Role: 1=Teacher; 2=Caregiver, 3=Teacher/Caregiver. (Blank) a 32-33 Training. User selected code. (Blanks) a Experience. User selected code. 34-35 (Blanks) a 36-37 Agency. User selected code. (Blanks) a Type of facility. User selected code. 38-39 (Blanks) a 40-41 Number of children. User selected code. (Blanks) a 42-43 Hours present. User selected code. (Blanks) a 44-45 Months known. User selected code. (Blanks) a 46 Know how well: 1=Not well; 2=Moderately well; 3=Very well. (9) a 47 Referred: 0=No; 1=Yes. (9) 48-50 The letters “T25" to identify this as a C-TRF/2-5 raw data file. a

Not needed to score profile.

ASEBA Form Version Upgrade 23-1

23

ASEBA Form Version Upgrade The norms and scales that are used to produced ASEBA profiles and crossinformant reports are derived statistically from data collected periodically in national surveys. These data are collected and analyzed using a particular version of an ASEBA checklist or form, with items that may or may not be changed from previous versions. The version of each form used in a survey is called the Form Version. The set of norms and scales derived from each form used in a survey is called the Data Version. The Form Version and Data Version are not necessarily identical. When data are entered into ADM from any form, its Form Version and Data Version are stored as part of the raw data. When an entered form is scored, the set of norms and scales used to create the scores is determined by the form's Data Version. When a new national survey occurs, the form used to collect data may vary somewhat from an earlier form. Some items may be modified, added, or deleted. The new norms and scales reflect these changes, and changes in the behaviors reported by the national sample. You may want to score data entered from an earlier version of a form using the latest norms and scales for that form type. This is possible but the previously entered data must first be converted to reflect the items particular to the newer version of the form. This means some previously entered data will be deleted for items that have changed and there will be no data for new items. THIS IS A ONE-WAY, PERMANENT CONVERSION. CANNOT REVERT TO ITS PREVIOUS FORMAT.

Effects of Form Version Upgrade

DATA

The Form Version retains its original version, while the Data Version changes to the new version. The upgrade cannot be reversed. Items that are new to the upgraded form version will be permanently marked as missing in the raw data. All forms eligible for upgrade will be upgraded, unless selection criteria are applied (See “Selection Criteria” below.) Forms currently available for upgrade (November 1, 2000) CBCL/2-3 converted to CBCL/1½-5: Form Version: Remains 0699 Data Version: Changes from 1992 to 2000 Form type: Changes from C23 to C15 Items: #51, #79 - entered responses are deleted

23-2 ASEBA Form Version Upgrade C-TRF/2-5 converted to C-TRF/1½-5 Form Version: Remains 0699 Data Version: Changes from 1997 to 2000 Form type: Changes from T25 to T15 Item changes: None Selection Criteria

You can choose the forms to upgrade by selecting the combination of criteria that are important to you. Each item has a check box that turns the selection item on and off. By default all selection items are not checked and all eligible forms in the system will be upgraded. To add selection criteria limiting the number of forms to be upgraded, check the box next to an item and then fill in the information for the item. Form Type If this box is not checked, all eligible forms will be included. For a narrower selection, check the box and then select which form type you want. Remove all individual form type selections from the box with the CLEAR FORM TYPE button form types will again be included. Entry Date Check the box and then enter a date range in the text boxes provided. If the box remains unchecked, the entire date range of the ADM stored data will be included. Remember that this date is the date the form was entered into the ADM system, which may or may not be the date the form was filled out by the respondent. Gender Check the box and select Male or Female from the list provided. If the box remains unchecked, both genders will be included. Age Range Check the box and enter a numeric age range in the boxes provided. Years or Months can be selected to define the age range entered. The default is years and can be used for both form types. If no age range is indicated, all ages for all eligible forms will be included. Ethnicity Check the box and select an ethnicity from the list provided. If no selections are made all ethnicities will be included. Agency Check the box and select an agency from the list provided. Uncheck the box to include all agencies in the form upgrade.

ASEBA Form Version Upgrade 23-3 User-Defined Fields The remaining selection criteria items are user-defined values. The titles displayed on these check boxes will be the user-defined definitions that were created for your site. The first item in this group displays the userdefined values for the Catalog list field. The remaining two items in the group display the user-defined values for form entry (see FILE > SETUP >MAIN). Analysis

Analyze Button The number of forms that met the selection criteria will be displayed. Report Button A report can be generated showing information about the forms that met the selection criteria.

Upgrade Button

REMEMBER!!! THIS IS A ONE-WAY, PERMANENT CONVERSION . After all the forms to be upgraded have been selected, the UPGRADE button can be selected to convert the data to the newer version. The status of the upgrade process is displayed in the Status box.

Maintenance 24-1

24

Maintenance

*** The first and best defense to assure ADM's database integrity is a regular system backup to reliable media.*** You or your system administrator should implement some type of regular backup system, to tape, removable disk or other media so that your data can be recovered in case of mishap. All data for ADM is stored in databases. Databases can become corrupt for a variety of reasons, all of them external to ADM. These include users deleting or editing files directly instead of through the ADM interface, problems with hard disks or other computer media and possible computer virus infections. These files need regular maintenance to perform optimally. Two utilities to accomplish this are provided with ADM. Database Validation

This procedure can be started by any user at any time, as long as no other users are logged into ADM. The database structure is validated and minor repairs to the structure are completed automatically if needed. Such repairs are indicated to the user by displaying the messages "Database repaired" and "Continuing Validation". If all the errors are corrected, the screen displays the message "Operation Complete". If no errors are encountered, the screen simply closes. If any errors could NOT be repaired, the screen displays the message "Operation aborting...", along with suggested remedies. Registered users can contact ASEBA technical support for further assistance if the suggested remedies for corrupt databases do not work out to their satisfaction.

24-2 Maintenance Catalog Maintenance

When users “Delete” an individual from the Catalog or “Delete” an individual’s forms, those records are merely marked for deletion and remain in ADM, but not normally visible to users, until the supervisor reviews these marked forms and approves them. The supervisor can choose to restore individuals and forms to the Catalog. These deletion requests are displayed in the Catalog Maintenance screen. When Catalog Maintenance is completed, some housekeeping internal to ADM is also performed, and the caption “Refreshing Database” is displayed. People are listed in the left pane of the screen grid by name or ID, whichever is available. Forms associated with each person are listed in the right pane of the grid. If the person was deleted from the Catalog, the "Delete" box will be checked in the left pane. If any particular form is deleted, the "Delete" box will be checked for the form in the right pane. To recover an individual and associated forms, clear the DELETE box for the case and for each form. To recover selected forms, clear the DELETE box for those forms. The individual's DELETE box must be cleared also. Show Deleted Forms Only Displays ONLY deleted forms for the individual. When unchecked, all forms, deleted and retained, are displayed. Print This List Keep a record of all deleted forms and individuals. Clean Cross Informant Groups Of Deleted Forms If checked, removes any cross-informant scores that have been saved (see MAIN SETUP - Supervisor Functions) that involve deleted forms. Purge/Recall Selections This performs the PERMANENT removal of the individuals and forms from the Catalog. All persons and forms with the DELETE box checked will be removed from the system and cannot be recovered thereafter. Cancel This button cancels all selections. Clicking it restores the Catalog to the state it was in when the screen opened, and returns you to the main ADM screen.

Entering & Editing Client Data 25-1

25

Entering & Editing Client Data Used in conjunction with the Schoolage module, the Client-Entry module allows a parent, youth, or teacher to enter responses to CBCL/4-18, YSR, or TRF items directly into ADM using a computer workstation. All items that appear on a CBCL, TRF or YSR paper form have exact counterparts in the Client-Entry module. The respondent may enter responses for all items in one sitting or may be permitted to return at a later time to resume the entry session. A respondent may resume entry as often as is necessary until the entry has been assigned a status of “Complete.”

THE TEST ADMINISTRATOR

A client-entry session must be initiated by an authorized person who is allowed access to ADM. When an entry session is ended, an authorized person saves the entered responses and assigns a status based on the degree of completion. One or more persons in a facility may be assigned this role. In this chapter, any person serving this function is referred to as the Test Administrator. Instructions in this chapter are directed to the Test Administrator.

ADM & SYSTEM SECURITY

ADM provides a level of security for workstations used for client-entry to prohibit respondents from gaining access to other areas of the machine. Certain practices implemented by the Test Administrator can increase that level of security. To maximize security we recommend the following: For Windows95 and Windows98 machines, limit machine access by implementing the use of passwords (see note below). Passwords are automatically implemented for access to Windows NT machines. If the computer CPU is physically accessible to the respondent, the respondent can power off the machine and then attempt to gain access by powering on the machine. A password requirement will foil this attempt. NOTE: Because Windows95 and Windows98 do not offer password protection, utilizing a third-party application is the easiest way to password-protect these machines. Many password utilities are available, such as WorkStation Lock, version 3.1, 2000 (http:// posum.com/ordering.html) We do not endorse any particular third-party password protection program.

25-2 Entering & Editing Client Data Turn off all other programs so that ADM is the only program running during client-entry. The Test Administrator must complete the Administration & Setup window and not allow the client access to this window. A special key-sequence is used to end a client-entry session. The Test Administrator must not make this key-sequence known to the respondent. As soon as a client-entry session is opened, the respondent and the Test Administrator are locked out of access to the main ADM program as well as other programs running on the workstation including Windows system programs. This functionality is restored to the machine after the Test Administrator has closed the entry session. STARTING A CLIENTENTRY SESSION

New Entry Session In the Catalog, select the name of the person who will be the target of the client-entry session. Open the Catalog Forms screen. To begin a new client-entry session, click the New button. A small window appears displaying a list of the form modules that your facility has purchased. To run the Client-Entry module, the CBCL/4-18, TRF, and YSR forms must be present in the list. Below the list a checkbox labeled Client-Entry session will be visible, indicating that your facility has purchased the Client-Entry module. Select CBCL/4-18, TRF, or YSR, choose ClientEntry session, and click on the Select button. The Administration & Setup window for Client-Entry will display. Resume a Previous Entry Session In the Catalog, open the Catalog Forms screen. Data entered through the Client-Entry module are marked with a AC@ in the Origin column (leftmost column) of the forms list. Highlight the entry to be resumed and select the Resume button. The Administration & Setup window for ClientEntry will display. NOTE:Only those entries with a status of Incomplete can be resumed. Once an entry has been designated as Complete, the respondent can no longer have access to the entry.

Interrupting an Entry Session

It may be necessary to interrupt an entry session before the client has entered responses for all items. A special key sequence has been provided to allow only authorized persons such as the Test Administrator to interrupt entry. Press CTRL-HOME simultaneously at any time during entry to interrupt the entry session.

Entering & Editing Client Data 25-3 THE TERMINATION KEY-SEQUENCE, CTRL-HOME, IS FOR THE TEST ADMINISTRATOR==S USE ONLY. THIS KEY-SEQUENCE CAN RESTORE ACCESS TO THE MAIN ADM PROGRAM. THE RESPONDENT MUST NOT BE GIVEN THE TERMINATION KEYSEQUENCE! Save Incomplete The entered responses will be saved as an incomplete entry and the Main Desktop displays again. The Test Administrator can initiate an entry session at a later time that will allow the respondent to resume and complete entry. Continue Entry The most recent entry window is displayed again and entry can continue. Abort & Exit This selection is available only for new entries, not resumed entries. All responses just entered are erased and the Main Desktop displays again. ADMINISTRATION & SETUP

The Test Administrator should initiate each entry session. Identifying information about the client may be entered. Settings may be selected to optimize the entry session for the respondent. THE RESPONDENT SHOULD NOT BE ALLOWED ACCESS TO THE SETUP WINDOW. IF THE CANCEL BUTTON IS SELECTED, ACCESS TO THE MAIN ADM PROGRAM IS RESTORED. NOTE: The entry settings selected for a resumed entry session may be different than the settings that were selected for the initial entry session. Responses entered previously will not be affected by these new entry settings. ID This field is display only. The unique ID is entered on the Identification screen of the Catalog. EVAL ID A code can be entered to provide a unique identifier for this form. Nickname Many questions include the child's child's name. To personalize the questions for the respondent, the child's nickname can be used rather than a more formal first name.

25-4 Entering & Editing Client Data Birthdate This field is display only. The birth date is entered on the Identification screen of the Catalog. It is used with the DATE FILLED field to calculate age. Date Filled This date is automatically loaded with the current system date. It will be used to calculate the child=s age based on the date of birth previously entered in the Catalog. This date will be recorded as the date of entry. If this date is incorrect, the correct date should be entered. Entering a date here will not change the system date on the machine in use. Child==s Age REQUIRED If a date of birth was entered for the child in the Catalog, the child=s age is automatically calculated. The Test Administrator may enter a different age if desired. Respondent Information REQUIRED The respondent=s first or last name must be entered. The respondent=s gender and relationship to the child may also be entered. Education The education level for the child may be selected. Agency If a list of agencies has been created for the facility, an agency may be selected. Clinician==s Name If a list of clinicians has been created for the facility, a clinician may be selected. User-defined field 1 If a user-defined category has been created for the facility, a selection from the list may be made. User-defined field 2 If a second user-defined category has been created for the facility, a selection may be made from this list.

Entering & Editing Client Data 25-5 Entry Options

Enter Problem Items Only To reduce entry time, the Test Administrator may choose to eliminate entry of Competence (CBCL & YSR) or Adaptive Functioning (TRF) items. The open-ended comment items in these sections will also be omitted. NOTE: For a resumed entry session, this may be a desirable choice if Competence or Adaptive functioning items were completed during the initial entry session. After the demographic windows, entry will go immediately to the first Problem item. Omit Open-ended Competence & Adaptive Functioning Items The Test Administrator may choose to include Competence or Adaptive Functioning items, but may wish to omit the open-ended comment items. Next button After the Test Administrator has completed the administration information and selections, the respondent may begin the entry session. The Administration & Setup window closes and the entry Help windows are displayed next. NOTE: To avoid unauthorized use of the Administration & Setup window, after Next has been selected, it is not possible to return to make changes to the settings. Help button A help window is available that briefly describes each selection on the Administrator Information & Settings Window. Selecting Done from the help window will redisplay the Administration Information & Setup Window. Cancel button Abandon selected settings and return to the Main Desktop.

ENTRY HELP WINDOWS

Help windows for the respondent are always displayed at the beginning of each entry session and are also available from all entry screens. These windows describe briefly the different types of entry modes that are used by the Client-Entry module. Practice areas are provided for each type of entry. The End Help action button can be used to terminate the entry Help windows at any time. The Help Again button allows the respondent to cycle through the entry Help windows again. NOTE: It is strongly recommended that the Test Administrator give a brief demonstration of the different entry modes to respondents who have had little experience with computers.

25-6 Entering & Editing Client Data DATA ENTRY WINDOWS

Item screens are presented to the respondent in a sequence closely resembling the order of items found on the CBCL/4-18, YSR, and TRF paper checklists. All Problem items are presented individually, each with the option to add a comment. Competence and Adaptive Functioning items are presented either individually or as a group of related items. All response selections appear in textual form rather than as the numeric ratings that are used on the paper checklists. Comments are permitted for those items that allow comments on the paper checklists. The buttons that are offered may vary depending on the type of screen currently displayed. If an action is disabled, the button will appear in faded text. Next button All responses will remain as they appear on the screen. The next window in the series will be displayed. Previous button Generally, the last window viewed will again be displayed with the responses that were selected during its previous viewing. An exception to this action is noted in the Competence section below. Add/See Comment button The respondent may enter additional information for an item on any window offering the Add Comment button. On some windows, a Yes response will automatically open the comment box for entry. On other windows, a reminder may appear to prompt the respondent to enter a comment. If a comment has been entered for an item the button changes to See Comment. Erase Comment button or Erase button The typed comment will be cleared. It is not possible to restore an erased comment. The respondent must enter the comment again. Done button This action button closes a comment box window. It also replaces Next on the last window for the entry session. If the Test Administrator chose to have the respondent enter only Problem items (Enter Problem Items Only selected on the Administration & Setup window), the first Problem item will be presented. Otherwise, the next series of windows presents questions about competence (CBCL, YSR) or adaptive functioning (TRF).

Entering & Editing Client Data 25-7 Competence (CBCL & YSR)

Two windows will progress through four repetitions. The first window (the list window) asks for a list of the child=s/youth=s sports, activities, groups, and jobs. The second window (the rating window) asks for a rating of the child=s/youth=s involvement in each of these categories. The list window provides specific instructions and examples for the category of information being requested. The respondent types up to three entries in the text lines provided or selects None if the child/youth does not participate in the requested category. NOTE: To type an entry after None was selected, None must first be deselected. When entry is completed, the respondent selects the Next button to proceed. If no category entries are made, the list window for the next category appears. Otherwise, the rating window appears. The child=s/youth=s involvement may be rated for each entry. The rating window displays each entry, one at a time, for the category just requested. A box at the top of the rating window displays the category and the entry. The respondent selects the child=s/youth=s involvement in the displayed entry then selects the Next button to proceed. The rating window displays again for the next entry until all entries made for that category are rated. The list window displays for the next category. This cycle continues until all four categories are completed. NOTE: The Previous button acts differently for these pairs of windows than for all other windows. The button is disabled for the very first list window of the series (sports category) since there is no previous window to display. If the list window for the activities, groups, or jobs category is currently displayed, selecting this button returns to the list window for the previous category, bypassing the previous series of rating windows. If a rating window is displayed, each previous rating window will redisplay until a list window displays. The Next button will pass through each list window and all associated rating windows in order. Following the four cycles just described, a sequence of indows are displayed that ask about the child=s/youth=s relationship with family and friends, each with a single radio button list. The one exception is the first window presented in the sequence. If the check box, No brothers or sisters, is selected, the radio button list cannot be accessed until the check box is deselected.

25-8 Entering & Editing Client Data The next window in the Competence series is the Academic Performance window. A list of common academic subjects is displayed, each with a rating scale from Failing to Above Average arranged as a horizontal radio button list. The respondent rates only those subjects that the child/youth takes or has recently taken. NOTE: The Academic Performance window appears only for those children who are 6 years of age and older. Following the Academic Performance window, a series of windows request Yes or No responses. A Yes response to any of these questions automatically displays a comment box requesting further information for the item. At times, a second comment box may automatically display immediately following the initial comment box. The prompt at the top of the comment box explains what information is being requested. The Add Comment button may be selected to enter more information for the item regardless of the response. For example, the respondent selects No but feels that an explanation would be useful. Upon exiting the comment box, the originating window redisplays. If the Test Administrator chose to Omit Open-ended Competence & Adaptive Functioning Items on the Administration & Setup window, the Competence section is now completed. Otherwise, two large comment boxes allow the respondent to add general information about the child. A prompt at the top of each comment box explains what information is being requested. The Competence section is now completed and the Problem section begins. Adaptive Functioning (TRF)

Each of the first two Adaptive Functioning windows requests responses for two items. The initial Adaptive Functioning item is a 2-digit text line. Responses for the remaining items on the first two windows are selected from radio button lists. Following these windows, several windows request Yes or No responses. A Yes response to any of these questions automatically displays a comment box requesting further information for the item. The prompt at the top of the comment box explains what information is being requested. The Add Comment button may be selected to enter more information for the item regardless of the response. For example, the respondent selects No but feels that an explanation would be useful. Upon exiting the comment box, the originating window redisplays.

Entering & Editing Client Data 25-9 The next window in the Adaptive Functioning series is the Academic Performance Window. A list of blank text lines is presented, each with a rating scale from Far below grade to Far above grade arranged as a horizontal radio button list. The respondent types only those academic subjects that the pupil takes or has recently taken and rates each subject before entering another. Several windows follow that present single radio button lists for responses including another window with an attached comment box. If the Test Administrator chose to Omit Open-ended Competence & Adaptive Functioning Items on the Administration & Setup window, the Adaptive Functioning section is now completed. Otherwise, three large comment boxes allow the respondent to add general information about the pupil. A prompt at the top of each comment box explains what information is being requested. The Adaptive Functioning section is now completed and the Problem section begins. Problems (CBCL, YSR, & TRF)

The Problem window displays simple instructions at the top of the screen. In the center of the window, a numbered Problem item is displayed that corresponds to the numbered Problem item on the paper checklist. This numbered item changes as the respondent moves forward and back through the series of Problem items. Below the Problem item is a radio button list that is identical for the first 112 Problem items. Comments may be entered in individual comment boxes for all Problem items by selecting the Add Comment button. For some items, more detailed information is desirable. These items correspond to those items on the paper checklists that offer an area to describe the behavior more fully. When these items are active in the Problem Window, a message appears to prompt the respondent to enter a comment.

CBCL & TRF Last Problem

The last Problem window provides three comment boxes, each paired with a radio button list, to describe and rate behaviors that were not described in the previous items. If No other problems is selected, the comment boxes and radio button lists are no longer accessible. To access these areas, No other problems must first be deselected. If there are additional behaviors to describe, the respondent activates the first comment box. After the entry is finished, the respondent presses t to exit the box, thus activating the corresponding radio button list or clicks on the selection of choice in the radio button list. A radio button list cannot be accessed unless text has been entered in its comment box.

25-10 Entering & Editing Client Data The respondent continues to activate other comment boxes as needed. To remove one or more comments, the respondent selects the Erase Comment button. A window appears allowing selection of the first, second, and third comments to be erased simultaneously. After a comment has been erased, the selected radio button for that comment clears. If the respondent enters and rates additional problems, the program automatically assigns the highest rating entered to item 113. Prior to scoring this case, the Test Administrator should use the Edit function in the Catalog Forms area to review the comments entered for items 113a, 113b, and 113c to decide how item 113 should actually be rated. YSR Last Item

Following Problem item 112, a comment box is displayed for the youth to enter additional information. However, if the Test Administrator chose to Omit Comment Items, this comment box will be skipped.

Completing Client Entry

When the last Problem window has been completed, the respondent may review responses for all Problem items and Competence or Adaptive Functioning items by selecting the Previous button. Otherwise, the respondent selects Done. If some Problem items have been skipped, a warning window appears that reports to the respondent the number of missed Problem items. Competence and Adaptive Functioning items are not monitored for completion. Return to Problems Each of the missed items will be displayed in sequence on the Problem window as they were originally displayed. If the Next button is selected, the next missing item is displayed. If the Previous button is selected, all previous items may be viewed. Selecting Next again will display the next missing item. Finished When all Problem items have been entered or the entry has been declared completed, the closing window appears. ALTHOUGH THE RESPONDENT HAS DECIDED THAT ENTRY IS COMPLETED, RESPONSES ARE NOT SAVED UNTIL THE TEST ADMINISTRATOR DECLARES THE ENTRY COMPLETED.

Entering & Editing Client Data 25-11 SAVING THE ENTRY

The Test Administrator clears the closing window above by simultaneously pressing special key-sequence, CTRL-HOME. The Test Administrator=s final window reports the number of Problem items left unanswered. NOTE: If more than 8 Problem items are unanswered, a warning message appears to remind the Test Administrator that validity may be compromised.

Return to Problems The Test Administrator can opt for the client to return to Problems entry to complete those items that are missing. Each of the missed items will be displayed in sequence on the Problem window as they were originally displayed. If the Next button is selected, the next missing item is displayed. If the Previous button is selected, all previous items may be viewed. Selecting Next again will display the next missing item. Save Incomplete Save all entered responses now. The entry is assigned a status of “Incomplete” allowing the respondent to resume entry later to complete entry. Save Complete All entered responses are saved and the current date is stored as the date of completion. The entry is assigned a status of “Complete”. The respondent will not be able to complete unanswered items later. EDITING CLIENT-ENTRY DATA

Responses made by the respondent can be viewed and make corrections as needed. This process is similar to the screening recommended for paper checklists prior to their entry into the computer. Refer to Chapter 9 for guidelines to decide whether specific items deserve to be scored as the respondent rated them based on comments or other information the respondent provided. Both Complete and Incomplete client-entry forms can be edited. From the Forms List on the Catalog Forms screen, select the Edit button. The screens that display the client-entry responses are very similar to key-entry screens. All information that the respondent entered during the client-entry session can be viewed. Items for which comments were entered are highlighted in blue. Click on the blue area to open the Comment View box. Comments cannot be modified.

25-12 Entering & Editing Client Data Competence information can be reviewed and modified. For example, if the respondent listed Reading as a sport, this response can be removed. Follow the specific directions found in the Help on the Competence screen. Save edited client-entry data by selecting the Save button. Editing client-entry data does not change its Status in the Forms List. If the respondent resumes an incomplete client-entry session, any modifications made in the editor will be part of the resumed session.

Setting up the Scanning Module 26-1

26

Setting Up the Scanning Module IMPORTANT The ADM scanning module is compatible with CBCL/4-18, TRF, and YSR forms labeled ‘6-99 editionONLY.

If you do not see Scanning as a choice on the ADM Menu Bar, the Scanning module has not been installed. See Install.txt on the CD. Reinstall ADM and enter the Serial number for the Scanning Module.

OMR Scanner Software Setup

The ADM Scanning module is designed to run as an adjunct to compatible third-party scanning software. Compatible scanning software: ScanTools Scanbook Scan Shop TELEform Before configuring your ADM Scanning module, install your third party scanning software. Note the folder in which the scanning software executable file is installed. Select one of the supported OMR scanner systems from the list: ScanTools Scanbook Scan Shop NOTE: TELEform users see instructions below. Location Browse to the folder that contains the executable file for your third-party scanning software: SCANTOOLS -- C:\SFW\ or where SFW.EXE or SFWAPPL.EXE is located SCANBOOK -- C:\SBW\ or where PROCESS.EXE is located SCANSHOP -- C:\BUBBLE\EXE\SS\ or where BPSS16.EXE is located

26-2 Setting Up the Scanning Module Job Configuration

A job configuration is required for the ADM scanning process. You can create any number of job configurations. These "scanning session setups" contain information that your third-party scanning software and ADM require to successfully scan ADM forms. Destination This is the folder where ADM will find the files holding the output from each scanning session. ADM determines the default destination based on your software selection and displays it. If you want to define a different destination you can enter a different path. Let ADM select the destination for you by clicking Default: [ ..\SCANNER\OUTPUT\SCANTOOL ] Output file type: .SDF [ ..\SCANNER\OUTPUT\SCANBOOK ] Output file type: .TXT [ ..\SCANNER\OUTPUT\SCANSHOP ] Output file type: .SDF Form type Each form type (CBCL, TRF, YSR) has a separate configuration file that your third-party scanning software uses to interpret the bubbles on the scanforms. You can set up a separate job configuration for each form type. SCANTOOLS -- the form type will always be ANY SCANBOOK -- selecting ANY means that you must interact with the Scanbook software for each scanning session and select the configuration file for the type of form you are about to scan Automatic For ScanTools only. Select Automatic to avoid interaction with the ScanTools software for each scanning session. ScanTools will automatically load the correct configuration files and start the scanning process. If Automatic is not selected, ScanTools opens and you must manually select the correct configuration files and start the scanning process.

ScanTools

ScanTools. First install the ADM scanning “application” in ScanTools. Start ScanTools from outside of ADM. From the menu, choose Configure > Install Application > browse to ..ADM\Scanner\Input\Scantool\ Select the files Adm699.$cp Adm699.$ep Adm699.dat Z699.sds

Setting up the Scanning Module 26-3 Click [OK] to install the ADM scanning application for the school age forms. From the ScanTools menu, check to see that the converted data file will be sent to SFW\DATA. While the ADM 6-99 699 application is selected in the Application window, select Configure >Paths. Be sure that the data path is set to ..\SFW\DATA. Location Browse to the folder that contains SFW.EXE or SFWAPPL.EXE. Destination Let ADM select the destination for you by clicking Default. ..\Scanner\Output\Scantool Automatic (works with ScanTools only) Select Automatic to avoid interacting with the SFW software too much for each scanning session. ScanTools will automatically load the correct configuration files (ADM copies a file called ADM699.CTX to wherever you told it to find the ScanTools executable, SFW.EXE or SFWAPPL.EXE.) If Automatic is not selected, ScanTools opens, and you must manually select the correct ‘application’ and start the scanning process. Scanbook

Scanbook Copy all the files from ..ADM\Scanner\Input\Scanbook to SBW\BOOKLETS.

Scan Shop

Scan Shop Follow the instructions in your Bubble Publishing documentation. The relevant files will be found in ..ADM\Scanner\Input\Scanshop. # New button Use this button to create a new job configuration that contains the destination you have designated, the form type you have selected and the scanner software setup information. A new job configuration is created with a generic name and is displayed in the job configuration table under Scan Job Descriptor. Change the job configuration label to a name that is meaningful to you and that describes the contents of the configuration. For example: Smith-Auto for John Smith's ScanTools configuration or Scanbook -TRF for your facility's TRF configuration. # Delete button Remove job configurations using this button.

26-4 Setting Up the Scanning Module TELEform Scanning Setup

IMPORTANT The ADM scanning module requires TELEform Designer, Version 6 or greater.

ADM comes with form definition files for CBCL/4-18, TRF/5-18, and YSR/11-18 scanforms. These files must be loaded into TELEform. 1) Run TELEform Designer 2) Import all of the definition files in ..\Scanner\Input\Teleform\ ADM_CBC (TF32321.TFW) ADM_TRF (TF32341.TFW) ADM_YSR (TF32361.TFW) NOTE: If these files are not found in ...\Scanner\Input\Teleform\, go to the Scanning >Options screen and click on [Reset]. Check to see that the Primary Export Script is set to SDF_OUT. This will allow TELEform to create a .SDF file that can be loaded into ADM. You can then process the scanned data, create a new case, add forms to an already existing case, or score the form, print a profile or cross-informant report, and export scored data to a file of your choosing. The next section describes how to set up the Primary Export Script. Primary Export Script Open a form in TELEform Designer. From Utilitities > Export Scripts open the skeleton script provided. Delete all the function stubs by selecting all the text in the blank script. Then open ..\Scanner\Input\Teleform\SDF_OUT.TXT in the Windows NotePad. Highlight all the text in SDF_OUT.TXT. From NotePad's Edit menu, choose Copy. This will place all the text in the Windows buffer. Then switch back to the open Edit Script window and paste the material in the buffer into the export script editor. File >Compile File >Save As >SDF_OUT These steps will create a new export script named SDF_OUT.TFS. Compile the script to check to see if you copied the code correctly. Then Save the file again. Close the Export Script Editor and save the form. Now the SDF_OUT export script will be available for each of theTELEform form definitions.

Setting up the Scanning Module 26-5 Use TELEform=s primary auto-export script to send scanned data to ..\Scanner\Output\Teleform\ where ADM can load it. To set up a TELEform primary auto-export, select Form >Primary Auto-Export Setup from the Designer menu. Since TELEform can run in the background, ADM cannot automatically detect when form data have arrived in ..\Scanner\Output\Teleform\. When you wish to load scanned data you will have to do so manually. Some users may wish to take advantage of TELEform's ability to create secondary auto export. This will allow you to send raw scanned data to some process other than ADM. You may choose to handle user-defined fields on the forms with secondary auto export.

Scanning Forms 27-1

27

Scanning CBCL/4-18, TRF & YSR Forms Before you can scan our scanforms, you must set up your scanner and scanner software to recognize the ADM format files. Chapter 26 tells you how to set up the scanning module and prepare your third-party software to scan our forms. After you have configured your scanning system to recognize our scanforms, you can select options to apply to every scanning session. Once these options have been set, your scanning sessions will be as automated as possible.

Scanning Options

Scanning Form Options

The Scanning Options screen allows you to set parameters that control the functionality of the scanning process and the loading of scanned data into the ADM system. ID Match Required This option allows you to control the integrity of the data produced by the scanning process. The ID is required to be filled in on each scanform prior to scanning. Because names cannot be scanned in from the scanform, the ID is the only way to identify a child. Each ID must be unique to a child. To be assured that the ID on a scanform matches a particular child, select ID Match Required. For each new child, create a new record in Catalog and assign an ID prior to scanning. ADM will prohibit the loading of scanforms with IDs that are not in the ADM system. When you view information from the scanned forms prior to processing, you can verify the name of the child that appears in the display table. If this option is not selected, any scanforms with an ID will be loaded into the ADM system. For forms with IDs not in the ADM system, you can enter the child's name directly into the display table. It will be possible for one child to have data linked to multiple IDs.

27-2 Scanning Forms ID Symbol Substitution for Embedded ID blanks The Scanform ID bubbles allow only digits. If your ID numbering system uses another symbol such as (-) for Social Security numbers, ADM can substitute this symbol for any blanks embedded in the bubbled ID field. Symbol substitution affects only the ID field. Symbol for Substitution ID Symbol Substitution (above) must be selected. Enter the single character that will be substituted for embedded blanks in the ID. For example: Your facility uses Social Security numbers for IDs. Enter a dash (-) in the symbol substitution box. The ID for a child is 005-33-1234. Bubble the ID field as 005 33 1234. The dash will replace all embedded blanks in your bubbled ID and the ID will appear in the ADM system correctly. Scanning Process Options

These options control various features that occur during the processing phase of the scanning activity. Automatically Load Scanned Forms Scanned data files produced by your third-party scanning software can be loaded automatically into ADM when your scanning software is closed. You do not have to explicitly request ADM to load scanned data files by name. The forms will be ready for processing. Alternatively, you can manually select each scanned data file to be loaded in the Load Scanned Data screen. TELEform data must always be loaded manually. Select Default File Type for Load Screen This option allows you to select SDF or TXT type files as the default file type displayed in the Load Scanned Data screen. If SDF is selected then files of type SDF are displayed by default in the list of files to be loaded. If TXT is selected then files of type TXT will be displayed. ScanTools Scanbook Scan Shop

----

.SDF .TXT .SDF

Scanning Forms 27-3 # Reset button You can restore all default scanner control files. If scanner control has been modified or becomes corrupt this button can be used to restore the scanner control files to the ADM defaults that were shipped with the software. Running a Scanning Session

Start a scanning session using the Scanning

>Scan screen.

# Scan Job Descriptor The Scan Job Descriptor box lists the job configurations previously set up for your facility (see Chapter 26; Job Configuration , below). Review the settings for each job configuration in the display area at the bottom of this screen. Select the job configuration appropriate for the current scanning session. # Scanned for The name initially displayed is the current user's login name. Select the user whose name will be associated with the forms about to be scanned. All scanned data waiting to be processed are marked with the name of the Aowner@. # Scan When you click on the Scan button, ADM will start your third-party scanning software and begin the ADM scanning process. The progress of the scanning process is displayed in the Status box. # Job Configuration This section is a read-only summary of your job configuration. The job configuration cannot be changed on this screen. Information displayed: 1) the third party scanning software 2) the form types to be processed 3) whether the form definitions are loaded automatically 4) the destination path for the scanned data file

Loading Scanned Data

If you did not select to Automatically Load Scanned Data (see Scanning Options), you must manually select scanned data files to load into ADM. Scanning Job Destination This is the folder destination you selected (see Job Configuration) where your third-party software stores scanned data files.

27-4 Scanning Forms NOTE: As files are successfully loaded, they are renamed with a load date and time and moved to the FileDone folder. If you want to reprocess a file, we recommend copying the file from FileDone and renaming it before reloading. Scanned for The name displayed is the currently logged in user. All forms scanned in the current data session will be Aowned@ by the user selected here. Select the user who Aowns@ the forms about to be scanned. Scanned Data Files Table All files found in the job destination with the selected extension (.SDF or .TXT) are displayed. You can choose to display this list in date order in which they were created by your scanning software. Select one or more files to load by clicking in the file's check box on the left. You can Select All files and Unselect All files. # Load Files button All the selected files begin loading into ADM. The status of the loading process is displayed in the Status box. As each file load is completed, the scanned data file is renamed with the load date and time and moved to a sub-folder titled FileDone. # Next button When the Status box reports that the Load is AFinished@, select this button to begin processing the loaded scanforms. Process Scanned Data

The list of scanned forms that were loaded from the SDF or TXT files is displayed. The list shows only those forms Aowned@ by the logged in user that were successfully loaded. Review all information in the table to be sure that each form was scanned in correctly. # View Fatal Errors button If this button is red, some forms were not successfully loaded. If you just scanned a form but do not see it in the displayed list, look here for the form. # Show All Forms Scanned forms Aowned@ by all ADM users will be displayed.

Scanning Forms 27-5 Scanned Data Display Table

A table that lists the scanned forms loaded from scanned data files is displayed. The list shows only those forms Aowned@ by the logged in user that were successfully loaded. Review all information in the table to be sure that each form was scanned correctly. # Status After each scanned form is loaded, a status is assigned. A form can have both warnings and errors. If errors have been resolved and warnings have been reviewed and accepted (see Errors & Warnings, below), the Status changes to OK and the form is ready to be processed. # OK No problems were found. This form is ready to be processed. # Warnings Some problems were found that don't affect the integrity of the data. Select the Status button to view the warnings. # Errors Serious problems have been found. These problems must be resolved before the form can be processed. Select the Status button to view the errors. # First, Middle, Last Names If you have ID Match Required selected in scanning options, these fields are grey and disabled. The child's name is displayed here if you entered the name in the Catalog. If the option is not set and this ID is new to the ADM system, these fields are white and enabled. You can enter the child's name here. NOTE: See Scanning Options for important information about the ID Match Required option. # Process button Move all scanned forms with an OK status into the ADM system. Because ADM is constantly checking forms against information in the Catalog, a form may develop an error during processing if another form for the same child processed earlier in the set changes critical information. If the form is successfully processed it no longer appears in the display table. After forms have been processed, they can be selected for scoring from the Score Processed Forms screen.

27-6 Scanning Forms Scanning Error List

When you select View Fatal Errors, this screen displays a list of scanforms that were not loaded into the ADM system because of fatal errors. Fatal errors cannot be corrected within the ADM system. The paper forms must be corrected, rescanned, and loaded again into the ADM system. # Type The abbreviation for the form type is displayed if ADM could recognize it. Otherwise, *** is displayed. CBC → CBCL/4-18 TRF → TRF/5-18 YSR → YSR/11-18 # ID The bubbled 12-digit Child ID from the form is displayed. If the ID could not be recognized , ******** may fill the field or the field may be blank. # Litho code 1 # Litho code 2 Litho codes are unique numbers pre-printed on scanforms to allow unique identification of each form. Both litho codes from pages 2 and 3 of the form are shown as they were read from the bubble fields. Litho codes are used to ensure that the two sheets belonging to the same form are processed together. If different codes were detected for the two pages, pages 1-2 and pages 3-4 are probably from different forms. For TELEform, the Page Link bar code will appear in both litho codes. # Error Condition This column contains a brief description of the cause of the fatal error. 1) Required data missing Age, Gender or ID were not properly bubbled on the scanform. These fields are required for ADM to accept scanned data. 2) Corrupt, 23 or Corrupt, xx The reported number refers to a position in the SDF or TXT scanned data file where unexpected data elements were found. See Appendix A for the SDF and TXT file formats. Start and End positions will help you locate the data field with corrupt data. 3) Gender does not match Catalog information The gender on the scanned form is different than the gender that was reported for this child from a previous form.

Scanning Forms 27-7 # Scanned Displays the date the form was scanned into ADM. # Clear button The Clear button clears all fatal error information. Once the screen is cleared, the fatal error information is lost and cannot be retrieved. Scanning Errors & Warnings

ADM alerts you to problems that have been detected in a scanned form. Warnings are informative and are intended to help you decide whether to continue processing the form or not. Errors are more serious and must be resolved before the form can be processed. To open the Errors and Warnings screen, highlight the form that has the problems. Either select the Status button or double click on the Status column in the display table.

Warnings

Some of the warnings are listed below: Age out of range for this form The age bubbled on the scanned form is not within the age limits for which the form was designed. This Eval ID has been used for another form The Eval ID for this form is not unique under the ID. Another form with this Eval ID has been previously processed. This can occur when you are loading data from a form that has already been scanned. If you accept this form to be processed you may want to delete the previous form from the Catalog. This ID matched to an ID for a child deleted from the Catalog A child can be deleted in the Catalog and will no longer appear on the Search Catalog list. However, this child remains in the ADM system until the supervisor permanently deletes the child's record or restores it. # Decisions selections You can choose to: ! Accept this form to be processed ! Do not process this form

Errors

There are 3 possible errors. The error count at the top of the screen tells you how many of these errors were detected and how many have been resolved. The Reset button restores the error to its original condition so that you can make a different decision if needed.

27-8 Scanning Forms Bubbled birthdate does not agree with Catalog birthdate This child has previously been logged into the ADM Catalog with a different birthdate than is bubbled on the scanform. Both dates are displayed below the error. Choose the correct birthdate. The date in the Catalog will be adjusted to the date you choose here. Calculated age does not agree with bubbled age The age is calculated using the bubbled birthdate and test date. This age is compared with the age bubbled on the scanform. Choose the correct age for the child. Bubbled ethnicity does not agree with Catalog ethnicity The child has previously been logged into the ADM Catalog with a different ethnicity than what is bubbled on the scanform. Choose the correct ethnicity. The ethnicity in the Catalog will be adjusted to the ethnicity you choose here. Scoring Scanned Forms

One or more forms can be selected and scored for profiles, narrative reports, and cross-informant reports. (Processed forms also are available for scoring as usual under Catalog.) The forms that are initially displayed are those that are "owned" by the logged in user. # All users Processed scanned forms "owned" by all ADM users will be displayed. To select forms for scoring: Forms can be selected by holding down the CTRL key while clicking on the forms to be scored. You can select a contiguous set of forms by holding down the SHIFT key and clicking on the first and last forms to be included. All forms in between will be highlighted. # Forms to Score Only those forms that have not yet been selected for scoring will be displayed. # Forms Selected for Scoring Forms that have already been selected for scoring will be displayed. Once the Score button is pressed, the selected form will be selected for scoring and marked whether or not the scoring was successful. The date each form was selected is displayed in the Selected column of the display table.

Scanning Forms 27-9 # Select All button Highlight all the displayed forms for scoring. # Unselect All button Deselect all selected forms for scoring. # Score button Begin the scoring process. The same scoring screen used in the Catalog displays for you to make the same scoring selections. # Clear button Remove all displayed forms from the screen. These forms will NOT be deleted from ADM. You can still select these forms for scoring through the Catalog.

Scanned Data File Formats A-1

APPENDIX A Scanned Data File Formats ADM CBCL SDF Format Start End Width

1 4 8 20 23 24 26 28 29 35 41 43 44 45 48 49 50 51 52 53 54 55 56 57 58 59 60 61 62 63 64 65 66 67 68 69 70

3 3 7 4 19 12 22 3 23 1 25 2 27 2 28 1 34 6 40 6 42 2 43 1 44 1 47 3 48 1 49 1 50 1 51 1 52 1 53 1 54 1 55 1 56 1 57 1 58 1 59 1 60 1 61 1 62 1 63 1 64 1 65 1 66 1 67 1 68 1 69 1 70 1

Field Name

Form Type Form Version Child ID Eval ID Sex Age Grade Ethnicity Date Filled Out Child's Birthday Socioecon Status Filled By Gender Filled By Rel to Child Agency No Sports Time in Sport A Skill in Sport A Time in Sport B Skill in Sport B Time in Sport C Skill in Sport C No Activities Time in Act A Skill in Act A Time in Act B Skill in Act B Time in Act C Skill in Act C No Orgs How active Org A How active Org B How active Org C No Jobs How well Job A How well Job B How well Job C Number of Close Friends

Range

Missing

CBC 0699 0-999999999999 000-999 1,2 00-99 01-16 1-7 010000-123999 010000-123999 00-99 1,2 1-6 000-999 0 0-3 0-3 0-3 0-3 0-3 0-3 0 0-3 0-3 0-3 0-3 0-3 0-3 0 0-3 0-3 0-3 0 0-3 0-3 0-3 0-3

Auto Auto Must blank Must Must blank blank blank blank blank blank blank blank blank blank blank blank blank blank blank blank blank blank blank blank blank blank blank blank blank blank blank blank blank blank blank

A-2 Scanned Data File Formats 71 72 73 74 75 76 77 78 79 80 81 82 83 84 85 86 87 88 96 104 226

71 1 72 1 73 1 74 1 75 1 76 1 77 1 78 1 79 1 80 1 81 1 82 1 83 1 84 1 85 1 86 1 87 1 95 8 103 8 225 122 228 3

Number of Contacts Gets Along Sibs Gets Along Peers Gets Along Parents Plays Works Alone Subject A Subject B Subject C Subject D Subject E Subject F Subject G Special class Repeated grade Academic problems Problems ended Illness, Disability Litho Code 1 Litho Code 2 Problem Items 1-113 Form2

0-2 0-3 1-3 1-3 1-3 0-3 0-3 0-3 0-3 0-3 0-3 0-3 0-1 0-1 0-1 0-1 0-1 00000001-99999999 00000001-99999999 0-2 CBC

blank blank blank blank blank blank blank blank blank blank blank blank blank blank blank blank blank Auto Auto blank Auto

Range

Missing

YSR 0699 0-999999999999 000-999 1,2 00-99 01,07-16 1-7 010000-123999 010000-123999 00-99 000-999 0 0-2 0-2 0-2 0-2 0-2 0-2 0 0-2

Auto Auto Must blank Must Must blank blank blank blank blank blank blank blank blank blank blank blank blank blank blank

ADM YSR SDF Format Start End Width

1 4 8 20 23 24 26 28 29 35 41 43 46 47 48 49 50 51 52 53 54

3 7 19 22 23 25 27 28 34 40 42 45 46 47 48 49 50 51 52 53 54

3 4 12 3 1 2 2 1 6 6 2 3 1 1 1 1 1 1 1 1 1

Field Name

Form Type Form Version Child ID Eval ID Sex Age Grade in School Ethnicity Date Filled Out Child's Birthday Socioeconomic Status Agency No Sports Time in Sport A Skill in Sport A Time in Sport B Skill in Sport B Time in Sport C Skill in Sport C No Activities Time in Act A

Scanned Data File Formats A-3 55 56 57 58 59 60 61 62 63 64 65 66 67 68 69 70 71 72 73 74 76 77 78 79 80 81 82 90 98 217

55 1 56 1 57 1 58 1 59 1 60 1 61 1 62 1 63 1 64 1 65 1 66 1 67 1 68 1 69 1 70 1 71 1 72 1 73 1 75 1 76 1 77 1 78 1 79 1 80 1 81 1 89 8 97 8 216 119 219 3

Skill in Act A Time in Act B Skill in Act B Time in Act C Skill in Act C No Organizations How active Org A How active Org B How active Org C No Jobs How well Job A How well Job B How well Job C Number of Close Friends Number of Contacts Gets Along Sibs Gets Along Peers Gets Along Parents Plays Works Alone Subject B Subject C Subject D Subject E Subject F Subject G Illness, Disability Litho Code 1 Litho Code 2 Problem Items 1-112 Form2

0-2 0-2 0-2 0-2 0-2 0 0-2 0-2 0-2 0 0-2 0-2 0-2 0-3 0-2 0-3 1-3 1-3 1-3 0-3 0-3 0-3 0-3 0-3 0-3 0-1 00000001-9999999 00000001-9999999 0-2 YSR

blank blank blank blank blank blank blank blank blank blank blank blank blank blank blank blank blank blank blank blank blank blank blank blank blank blank Auto Auto blank Auto

ADM TRF SDF Format Start End Width

1 4 8 20 23 24 26 28 29 35 41

3 7 19 22 23 25 27 28 34 40 42

3 4 12 3 1 2 2 1 6 6 2

Field Name

Form Type Form Version Child ID Eval ID Sex Age Grade Ethnicity Date Filled Out Child's Birthday Socioeconomic Status

Range

Missing

TRF 0699 1-999999999999 000-999 1,2 00-99 10-16 1-7 010000-123999 010000-123999 00-99

Auto Auto Must blank Must Must blank blank blank blank blank

A-4 Scanned Data File Formats 43 44 45 48 50 51 52 53 54 55 56 57 58 59 60 61 62 63 64 65 66 74 82 204

43 44 47 49 50 51 52 53 54 55 56 57 58 59 60 61 62 63 64 65 73 81 203 206

1 1 3 2 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 8 8 122 3

Filled By Gender Role at School Agency Months Known Child How Well Knows Child How Much Time in Class Kind of Class Special class Repeated grade Academic Subject 1 Academic Subject 2 Academic Subject 3 Academic Subject 4 Academic Subject 5 Academic Subject 6 How Hard Working Appropriate Behavior How Much Learning How Happy Illness, Disability Litho Code 1 Litho Code 2 Problem Items 1-113 Form2

1,2 1-6 000-999 00-99 1-3 1-3 1-8 0-2 0-2 1-5 1-5 1-5 1-5 1-5 1-5 1-7 1-7 1-7 1-7 0-1 00000001-99999999 00000001-99999999 0-2 TRF

blank blank blank blank blank blank blank blank blank blank blank blank blank blank blank blank blank blank blank blank Auto Auto blank Auto

Exported Data File Formats B-1

APPENDIX B Exported Data File Formats ***** Output file layouts ***** Output layouts are given below as variable name, variable type, and variable length. Lengths apply only to fixed output formats, such as SDF, and formats that do not strip blank characters, such as CSV. Lengths for variables containing decimal values are represented as x,y, where x is the overall length, including decimal, and y is the number of decimal places. For example, the value 12.3456 would be represented as 7,4. DATE VARIABLES ARE OUTPUT TO SDF FORMAT AS YYYYMMDD, and as M/DD/YYYY for CSV format. Variable types are C for character, D for date, N for numeric. Generic files are used to output all checklist types, and not all checklists will contain values in all variables. Numeric variables with null or missing values (e.g. form selected does not use the variable or underlying raw data are missing), are exported as all 0's (as specified for each variable's format) for both CSV and SDF formats. For example, a missing numeric variable formatted as 7,4 will be output as "00.0000". Check your form type and raw data to determine true 0 values vs. missing data. When there is at least one non-missing item for any scale, the raw score for that scale is calculated and output as a valid value. If all items are missing for a scale, the raw score is output as a blank. When too many items are missing from any scale, the T-score, percentile, and clinical T-scores are output as all "9"'s according to the variables format. See your form manual for rules concerning missing items. Layouts are provided for profile output, raw data output, and cross-informant output. **************************************** PROFILE outputs. ****** Variable definitions. Variable Name SubjectNo ID FirstName

Type Length N 11 C 12 C 15

B-2 Exported Data File Formats MiddleName LastName OtherName Gender DOB EthnicCode FormVer DataVer FormNo FormID Type EnterDate DFO Age AgeMonths EducCode FOBCode FOBGender ParentSES SubjectSES SpouseSES AgencyCode ClinCode Sc1Name Sc1Raw Sc1t Sc1Clint Sc1Pct Sc2Name Sc2Raw Sc2t Sc2Clint Sc2Pct Sc3Name Sc3Raw Sc3t Sc3Clint Sc3Pct Sc4Name Sc4Raw

C

15

C C C D C C C N C C D D C C C C C C C C C C C N N N N C N N N N C N N N N C N

20 20 1 8-10a 2 4 4 11 3 3 8-10a 8-10a 3 2 3 2 1 2 2b 2 3 3 30 11 11 7,4 11 30 11 11 7,4 11 30 11 11 7,4 11 30 11

Exported Data File Formats B-3 Sc4t Sc4Clint Sc4Pct Sc5Name Sc5Raw Sc5t Sc5Clint Sc5Pct Sc6Name Sc6Raw Sc6t Sc6Clint Sc6Pct Sc7Name Sc7Raw Sc7t Sc7Clint Sc7Pct Sc8Name Sc8Raw Sc8t Sc8Clint Sc8Pct Sc9Name Sc9Raw Sc9t Sc9Clint Sc9Pct Sc10Name Sc10Raw Sc10t Sc10Clint Sc10Pct Sc11Name Sc11Raw Sc11t Sc11Clint Sc11Pct Sc12Name Sc12Raw Sc12t

N N N C N N N N C N N N N C N N N N C N N N N C N N N N C N N N N C N N N N C N N

11 7,4 11 30 11 11 7,4 11 30 11 11 7,4 11 30 11 11 7,4 11 30 11 11 7,4 11 30 11 11 7,4 11 30 11 11 7,4 11 30 11 11 7,4 11 30 11 11

B-4 Exported Data File Formats Sc12Clint Sc12Pct Sc13Name Sc13Raw Sc13t Sc13Clint Sc13Pct Sc14Name Sc14Raw Sc14t Sc14Clint Sc14Pct Sc15Name Sc15Raw Sc15t Sc15Clint Sc15Pct Icc1 Icc1Sig Icc2 Icc2Sig Icc3 Icc3Sig Icc4 Icc4Sig Icc5 Icc5Sig Icc6 Icc6Sig Icc7 Icc7Sig Icc8 Icc8Sig Comp1Name Comp1Raw Comp1t Comp1Pct Comp2Name Comp2Raw Comp2t Comp2Pct

N N C N N N N C N N N N C N N N N N C N C N C N C N C N C N C N C C C C C C C C C

7,4 11 30 11 11 7,4 11 30 11 11 7,4 11 30 11 11 7,4 11 6,3 3 6,3 3 6,3 3 6,3 3 6,3 3 6,3 3 6,3 3 6,3 3 30 4 4 4 30 4 4 4

Exported Data File Formats B-5 Comp3Name Comp3Raw Comp3t Comp3Pct Comp4Name Comp4Raw Comp4t Comp4Pct Adap1Name Adap1Raw Adap1t Adap1Pct Adap2Name Adap2Raw Adap2t Adap2Pct Adap3Name Adap3Raw Adap3t Adap3Pct Adap4Name Adap4Raw Adap4t Adap4Pct Adap5Name Adap5Raw Adap5t Adap5Pct Adap6Name Adap6Raw Adap6t Adap6Pct SubUse1Raw SubUse1t SubUse1Pct SubUse2Raw SubUse2t SubUse2Pct SubUse3Raw SubUse3t SubUse3Pct

C C C C C C C C C C C C C C C C C C C C C C C C C C C C C C C C C C C C C C C C C

30 4 4 4 30 4 4 4 30 4 4 4 30 4 4 4 30 4 4 4 30 4 4 4 30 4 4 4 30 4 4 4 4 4 4 4 4 4 4 4 4

B-6 Exported Data File Formats SubUse4Raw SubUse4t SubUse4Pct CompAct1 CompAct2 CompAct3 CompAct4 CompAct5 CompAct6 CompSoc1 CompSoc2 CompSoc3 CompSoc4 CompSoc5 CompSoc6 CompSch1 CompSch2 CompSch3 CompSch4 DSM1Name DSM1Raw DSM1T DSM1Pct DSM2Name DSM2Raw DSM2T DSM2Pct DSM3Name DSM3Raw DSM3T DSM3Pct DSM4Name DSM4Raw DSM4T DSM4Pct DSM5Name DSM5Raw DSM5T DSM5Pct DSM6Name DSM6Raw

C C C C C C C C C C C C C C C C C C C C N N N C N N N C N N N C N N N C N N N C N

4 4 4 4 4 4 4 4 4 4 4 4 4 4 4 4 4 4 4 30 4 4 4 30 4 4 4 30 4 4 4 30 4 4 4 30 4 4 4 30 4

Exported Data File Formats B-7 DSM6T DSM6Pct DSM7Name DSM7Raw DSM7T DSM7Pct DSM8Name DSM8Raw DSM8T DSM8Pct LDSal LDSalpct LDSvc LDSvcpct

N N C N N N C N N N N N N N

4 4 30 4 4 4 30 4 4 4 5 4 4 4

a Date variables are output to SDF format as YYYYMMDD, and as MM/DD/YYYY for CSV format. b Subject SES is drawn from information on the form, not from information about the person.

End of variable definitions. ***** ** Variable descriptions The "Subject" is the person whose behavior and problems are being assessed. Internal numbers refer to values used by ADM for its own storage. Most forms have fewer than the 15 scales listed for scored data. Refer to the manual for each instrument to see how many scales to expect. When variable names are based on consecutive numbers, the shorthand ? is used to refer to them, for example, sc1name to sc15name are collectively referred to as sc?name. Variable Subjectno Id Firstname middlename Lastname Othername Gender

Description Internal Subject Number Subject Identification Number Subject First Name Subject Middle Name Subject Last Name Subject Other Name Subject Gender

B-8 Exported Data File Formats Dob Ethniccode Formver Dataver Formno Formid Type

Subject Date of Birth Subject Ethnic Code Checklist Form Version Date of the norms Internal Form Number Eval ID Form Type (CBC=CBCL/4-18, YSR, TRF, C23, T25=CTRF, YAS=YASR,YAB=YABCL, DOF, SIA=SCICA)

Enterdate Dfo Age Agemonths Educcode Fobcode Fobgender Parentses Subjectses Spouseses Agencycode Clincode Sc?name Sc?raw Sc?t Sc?clint Sc?pct Icc? Icc?sig Comp?name Comp?raw Comp?t Comp?pct Adap?name Adap?raw Adap?t Adap?pct Subuse?raw Subuse?t

Date of Data Entry Date Filled Out Form Subject Age at Date Filled Out Age in Months (C23 and CTRF) Education Code Filled Out By Code Filled Out By Gender Parental Socioeconomic Status Subject Socioeconomic Status Spouse Socioeconomic Status Agency Code Clinician Code Scale ? Label Scale ? Raw Sum Scale ? T Score Scale ? Clinical T Score Scale ? Percentile Intraclass Correlation to Profile Type ? ICC? is significantly high, True or False Competence Scale ? Label Competence Scale ? Raw Sum Competence Scale ? T Score Competence Scale ? Percentile Adaptive Functioning Scale ? Label Adaptive Functioning Scale ? Raw Sum Adaptive Functioning Scale ? T Score Adaptive Functioning Scale ? Percentile Substance Use Scale ? Raw Sum Substance Use Scale ? T Score

Exported Data File Formats B-9 Subuse?pct Compact? Compsoc? Compsch? DSM?Name DSM?Raw DSM?T DSM?Pct LDSAL LDSALPCT LDSVC LDSVCPCT

Substance Use Scale ? Percentile Comptence Scale ?, Activities Compentence Scale ?, Social/Organizations Competence Scale ?, Academic Acheivement DSM Scale ? Label (C1½-5, T1½-5) DSM ? Scale Raw Score (C1½-5, T1½-5) DSM Scale ? T Score (C1½-5, T1½-5) DSM Scal ? Percentile (C1½-5, T1½-5) LDS Average Length of Phrases (C1½-5) LDS Average Length of Phrases Percentile (C1½-5) LDS Vocabulary Score (C1½-5) LDS Vocalbulary Score Percentile (C1½-5) *** End of PROFILE outputs. **************************************** ***** RAW DATA outputs.

For ALL exported data file types, the behavior problems, competency items, and af items of all forms are each output as a single string. For example, an Excel file would contain one column of width 125 that contains all the behavior problems. To access each behavior problem, competency item, and af item individually, you will need to create your own code to parse the appropriate strings. FOR BEHAVIOR PROBLEM ITEMS, COMPETENCY ITEMS, ADAPTIVE FUNCTIONING ITEMS, AND SCAF items (see below), MISSING VALUES ARE OUTPUT AS "9" if there are any other valid values in the string(s). Strings that are completely blank indicate that no values at all were entered. ****** Variable definitions. Variable Name SubjectNo ID FirstName MiddleName LastName OtherName Gender DOB

Type Length, Decimals N 11 C 12 C 15 C 15 C 20 C 20 C 1 D 8-10a

B-10 Exported Data File Formats EthnicCode FormVer DataVer FormNo FormID Type EnterDate DFO Age AgeMonths EducCode FOBCode FOBGender ParentSES SubjectSES SpouseSES AgencyCode ClinCode BPItems CompItems AFItems OtherItems Experience ScafItems FacilityCo NumChild Hours Months SchoolName SchoolCode Tobacco Drunk Drugs CtimeCode CtypeCode Early WeeksEarly Weight Lb_Gram Ounces Infections

C C C N C C D D C C C C C C C C C C C C C C C C C C C C C C C C C C C N C C N C N

2 4 4 11 3 3 8-10a 8-10a 3 2 3 2 1 2 2b 2 3 3 125 40 32 1 2 2 2 2 2 2 30 4 3 3 3 2 2 1 2 4 1 2 1

Exported Data File Formats B-11 Nonenglish SlowTalk Worried Spontan Combines MLP Words162 Words310 OtherWords TotWords

N N N N N N C C C N

1 1 1 1 1 5,2 162 148 2 3

a Date variables are output to SDF format as YYYYMMDD, and as MM/DD/YYYY for CSV format. b Subject SES is drawn from information on the form, not from information about the person.

End of variable definitions. ***** ** Variable descriptions In addition to the variables previously defined, raw score output files also contain the following variables. Variable BPItems CompItems AFItems OtherItems Experience ScafItems FacilityCo NumChild Hours Months SchoolName SchoolCode Tobacco Drunk Drugs CTimeCode CTypeCode Early WeeksEarly

Description A string containing individual behavior problems, each of width 1 A string containing individual competency items, each of width 1 A string containing adaptive functioning items Illness or disability item after problems (YABCL, CTRF) Years of experience as a teacher (CTRF) String for C-TRF items V & VI Kind of facility (CTRF) Average number of children in the group or class (CTRF) Hours per week child spends at facility (CTRF) Months known (TRF, CTRF) Name of the school or facility (TRF, CTRF) School or facility code (TRF, CTRF) Tobacco use per day in past 6 months (YASR) Days drunk in past 6 months (YASR) Days used drugs in past 6 months (YASR) Time in class (TRF) Type of class (TRF) Early Birth (C1½-5 LDS) Number of Weeks Born Early (C1½-5 LDS)

B-12 Exported Data File Formats Weight Lb_Gram Ounces Infections Nonenglish SlowTalk Worried Spontan Combines MLP Words162 Words310 OtherWords TotWords

Birth Weight (C1½-5 LDS) Birth Weight Unit, Pounds or Grams (C1½-5 LDS) Birth Weight Ounces (C1½-5 LDS) Number of Ear Infections (C1½-5 LDS) Non-English Language Spoken In Home (C1½-5 LDS) Slow to Talk (C1½-5 LDS) Worried About Language Development (C1½-5 LDS) Says Words Spontaneously (C1½-5 LDS) Combines Words (C1½-5 LDS) Average Length of Phrases (C1½-5 LDS) LDS Word Score, Words 1-162 (C1½-5 LDS) LDS Word Score, Words 163-310 (C1½-5 LDS) LDS Additional Words (C1½-5 LDS) Total LDS Words (C1½-5 LDS) *** End of RAW DATA outputs. **************************************** *** CROSS-INFORMANT outputs. ****** Variable definitions.

Cross informant scores are created from a relational database and output as a flat file. Therefore, much of the information contained in the cross informant outputs is redundant. Cross informant data are grouped by the variable XNumber. Each form involved in the cross informant comparison generates one line or record in the output flat file. That record contains information about the cross informant group (which will be redundant with all other records created by other forms in the group), and information unique to the form itself. Variables that are redundant across all records are denoted as Member Status "G" (for group), while form specific variables are denoted as member status "U" (for unique). Member status "I" is assigned to the variable "XUserCode" denoting it is an internal variable.

See the form manuals for a discussion on q correlations, what they are and how they are computed. Variable Name XNUMBER XDATE XUSERCODE

Type Width Member Status N 11 G a D 8-10 G N 11 I

Exported Data File Formats B-13 XORDER XFORMNO1 XTYPE1 XFORMNO2 XTYPE2 XFORMNO3 XTYPE3 XFORMNO4 XTYPE4 XFORMNO5 XTYPE4 XFORMNO6 XTYPE4 XFORMNO7 XTYPE4 XFORMNO8 XTYPE8 SUBJECTNO ID FIRSTNAME MIDDLENAME LASTNAME OTHERNAME GENDER DOB ETHNICCODE FORMVER DATAVER FORMNO FORMID TYPE ENTERDATE DFO AGE AGEMONTHS EDUCCODE FOBCODE FOBGENDER PARENTSES SUBJECTSES SPOUSESES

N N C N C N C N C N C N C N C N C N C C C C C C D C C C N C C D D C C C C C C C C

11 11 3 11 3 11 3 11 3 11 3 11 3 11 3 11 3 11 12 15 15 20 20 1 8-10a 2 4 4 11 3 3 8-10a 8-10a 3 2 3 2 1 2 2b 2

U G G G G G G G G G G G G G G G G U U U U U U U U U U U U U U U U U U U U U U U U

B-14 Exported Data File Formats AGENCYCODE CLINCODE NUMSCALES SC1T SC2T SC3T SC4T SC5T SC6T SC7T SC8T SC9T SC10T SC11T SC12T SC13T SC14T SC15T Icc1 Icc1Sig Icc2 Icc2Sig Icc3 Icc3Sig Icc4 Icc4Sig QITEM12 QITEM13 QITEM14 QITEM15 QITEM16 QITEM17 QITEM18 QITEM23 QITEM24 QITEM25 QITEM26 QITEM27 QITEM28 QITEM34 QITEM35

C C N N N N N N N N N N N N N N N N N C N C N C N C N N N N N N N N N N N N N N N

3 3 11 11 11 11 11 11 11 11 11 11 11 11 11 11 11 11 6,3 3 6,3 3 6,3 3 6,3 3 4,2 4,2 4,2 4,2 4,2 4,2 4,2 4,2 4,2 4,2 4,2 4,2 4,2 4,2 4,2

U U U U U U U U U U U U U U U U U U U U U U U U U U G G G G G G G G G G G G G G G

Exported Data File Formats B-15 QITEM36 QITEM37 QITEM38 QITEM45 QITEM46 QITEM47 QITEM48 QITEM56 QITEM57 QITEM58 QITEM67 QITEM68 QITEM78

N N N N N N N N N N N N N

4,2 4,2 4,2 4,2 4,2 4,2 4,2 4,2 4,2 4,2 4,2 4,2 4,2

G G G G G G G G G G G G G

a Date variables are output to SDF format as YYYYMMDD, and as MM/DD/YYYY for CSV format. b Subject SES is drawn from information on the form, not from information about the person.

End of variable definitions. ***** ** Variable descriptions In addition to the variables previously defined, cross informant output files also contain the following variables. Variable XNUMBER DATE XUSERCODE XORDER

Description Cross informant group number Date cross informant group was generated Internal user number Order of the form in the cross informant group. This order is used in the QItemxy variables described below. 2-8 forms can belong to one cross informant group.

XFORMNO? Internal form number of form ?. ? is determined by the variable Xorder. XTYPE? Form type of form ?. ? is determined by the variable Xorder. SUBJECTNO as for raw forms above to ClinCode NUMSCALES Number of scales scored for the form. SC1T to as for raw forms above ICC4Sig QITEM12

Q correlation between group form number 1 and group form number 2.

B-16 Exported Data File Formats QITEM13 QITEM14 QITEM15 QITEM16 QITEM17 QITEM18 QITEM23 QITEM24 QITEM25 QITEM26 QITEM27 QITEM28 QITEM34 QITEM35 QITEM36 QITEM37 QITEM38 QITEM45 QITEM46 QITEM47 QITEM48 QITEM56 QITEM57 QITEM58 QITEM67 QITEM68 QITEM78

Q correlation between group form number 1 and group form number 3. Q correlation between group form number 1 and group form number 4. Q correlation between group form number 1 and group form number 5. Q correlation between group form number 1 and group form number 6. Q correlation between group form number 1 and group form number 7. Q correlation between group form number 1 and group form number 8. Q correlation between group form number 2 and group form number 3. Q correlation between group form number 2 and group form number 4. Q correlation between group form number 2 and group form number 5. Q correlation between group form number 2 and group form number 6. Q correlation between group form number 2 and group form number 7. Q correlation between group form number 2 and group form number 8. Q correlation between group form number 3 and group form number 4. Q correlation between group form number 3 and group form number 5. Q correlation between group form number 3 and group form number 6. Q correlation between group form number 3 and group form number 7. Q correlation between group form number 3 and group form number 8. Q correlation between group form number 4 and group form number 5. Q correlation between group form number 4 and group form number 6. Q correlation between group form number 4 and group form number 7. Q correlation between group form number 4 and group form number 8. Q correlation between group form number 5 and group form number 6. Q correlation between group form number 5 and group form number 7. Q correlation between group form number 5 and group form number 8. Q correlation between group form number 6 and group form number 7. Q correlation between group form number 6 and group form number 8. Q correlation between group form number 7 and group form number 7. End of variable definitions.