Cross-System Referrals (Education, Health, and Child Welfare Links)

Pipeline 12

Transparency note: data sharing among systems varies by state and local policy. Where records are incomplete or de-identified, results reflect partial linkage and are marked accordingly.

Overview

Youth involved with the justice system often touch multiple service domains—schools, mental health, and child welfare. Cross-system referrals aim to align supports and reduce duplication by sharing key information and coordinating case plans. This node describes how those lateral movements occur, how eligibility and consent are managed, and what can be measured across siloed data systems.

What We Track

Referral Triggers

Event captured (date, source, notes)
- Behavioral health crisis / screening flag
- Truancy / school disengagement
- Foster placement instability (move/disruption)
- Probation noncompliance requiring outside support

Eligibility & Protocols

Relevant MOUs active (scope, effective dates, renewal)
Screening rules applied (thresholds, required tools, exclusion criteria)

Information Sharing (Privacy)

Data elements transmitted documented (minimum necessary)
Channel: secure file transfer / API / shared portal (receipt ID stored)
Statutes aligned: FERPA, HIPAA, 42 CFR Part 2 (if SUD), CAPTA, CJIS

Joint Case Planning

Wraparound / family team used (attendance recorded)
Designated coordinator/lead agency named (contact listed)
Meeting cadence set (weekly/biweekly/monthly) with deliverables

Outcome Tracking & Duplication Reduction

Educational stability: enrollment, attendance, credit continuity
Health completion: first appointment kept, treatment adherence, missed-visit cures
Duplication reduction: one-lead principle, consolidated assessments, shared care plan

Typical Flow

Identification by probation/intake of need for external coordination
- Log trigger event; check eligibility protocol and active MOUs
Consent & Referral initiated
- Obtain youth/guardian authorization; submit referral to appropriate agency
Information Exchange over approved secure channel
- Transmit minimum necessary records; verify receipt (timestamp/ID)
Joint Planning via MDT/wraparound meeting
- Align plans, identify lead, set metrics & timelines, assign tasks
Monitoring & Feedback until goals met
- Exchange progress updates; adjust plan; close referral with outcomes documented

Fields

Field	Type	Required	Codeset	Description
pipeline_place_id	uuid	✅	—	Unique identifier for this cross-system referral event.
pipeline_stage_id	enum	✅	stages.yml#stage_key(8) intake detention adjudication disposition supervision commitment_and_placement reentry closure	One of the canonical stages; currently mapped to reentry_aftercare.
pipeline_place_key	enum	✅	pipeline_places.yml#place_key(45) intake pre_petition_diversion_and_deflection diversion youth_assessment_tools prosecutorial_screening status_offenses adjudication case_planning family_engagement case_timeliness language_access restorative_justice detention_screening community_atds electronic_monitoring court_appearance_and_fta initial_hearing pretrial_supervision probation intensive_supervision …and 25 more	Canonical key for this place (maps to route/slug).
youth_id	string	✅	—	Salted/hashed or state UID. No plaintext PII.
occurred_datetime	datetime	✅	—	Anchor timestamp for the referral creation or transmission.
jurisdiction_code	string	✅	—	County/parish/circuit or standardized local code.
source_system	string	✅	—	Origin system name.
source_file	string		—	Batch/file or job id, if applicable.
extract_run_id	string		—	ETL run id for lineage.
series_break_flag	boolean		—	Comparability break applies to this row.
series_break_reason	enum		series_breaks.yml#reason(4) definition_change vendor_change coverage_change policy_change	Reason for break (policy/process/tool change).
referral_created_datetime	datetime	✅	—	Timestamp the referral was created.
referral_trigger_codes	array<string	✅	❌ missing in _index.yml	Trigger(s) for referral (bh_crisis, truancy, foster_instability, probation_noncompliance, other); semicolon-delimited.
screening_tool_codes	array<string>		❌ missing in _index.yml	Tools used to assess eligibility/need (e.g., BH screener, truancy rubric); semicolon-delimited.
screening_outcome_code	enum		screening_outcomes.yml#outcome(4) pass_threshold below_threshold exclusion_criteria not_applicable	pass_threshold, below_threshold, exclusion_criteria, not_applicable.
governance_framework_codes	array<string>		governance_frameworks.yml#framework(5) FERPA HIPAA 42CFRPart2 state_statute MOU	Applicable frameworks (FERPA, HIPAA, 42CFRPart2, CAPTA, CJIS, MOU); semicolon-delimited.
agreement_mou_id	string		—	MOU/agreement id governing this referral.
agreement_status_code	enum		agreement_statuses.yml#status(4) active expired pending_renewal none	active, expired, pending_renewal, none.
statute_citation_codes	array<string>		statutes.yml#citation(8) FERPA HIPAA 42CFRPart2 JJRA_confidentiality CAPTA CJIS state_statute_generic local_policy	Cited legal bases (FERPA, HIPAA, 42CFRPart2, CAPTA, CJIS, state statute); semicolon-delimited.
consent_type_codes	array<string>		consent_types.yml#type⚠️ using consent_types.yml#Type(5) medical education service_referral information_sharing other	Types of consents collected for this referral; semicolon-delimited.
consent_status_code	enum		consent_statuses.yml#status⚠️ using consent_statuses.yml#Status(4) signed pending refused expired	signed, pending, refused, expired.
consent_signed_date	date		—	Date consent was signed (if any).
consent_expiration_date	date		—	Consent expiration (if scoped).
ferpa_sharing_basis_code	enum		ferpa_sharing_bases.yml#basis(6) consent allowable_disclosure mou court_order emergency_safety other	consent, allowable_disclosure, mou, court_order, emergency_safety, other.
sending_system_code	enum	✅	interface_systems.yml#system(12) probation_cms court_cms prosecutor_cms detention_mis placement_ehr education_sis state_education_data_warehouse health_ehr behavioral_health_ehr reentry_coordination_tool data_lake other	System initiating the disclosure.
receiving_system_code	enum	✅	interface_systems.yml#system(12) probation_cms court_cms prosecutor_cms detention_mis placement_ehr education_sis state_education_data_warehouse health_ehr behavioral_health_ehr reentry_coordination_tool data_lake other	Target system receiving the referral/data.
data_directionality_code	enum	✅	data_directionality.yml#direction(3) push pull bidirectional	push, pull, bidirectional.
disclosure_scope_category_codes	array<string>		disclosure_scope_categories.yml#category(9) education_packet schedule credit_history assessment_results health_summary behavioral_health_summary service_referrals attendance_summary outcomes_aggregated	Data categories released (education_packet, health_summary, schedule); semicolon-delimited.
sensitive_element_codes	array<string>		sensitive_data_elements.yml#element(8) mh_notes substance_use_treatment hiv_status victim_identifiers sealed_records juvenile_names personal_contact_info other	Sensitive elements present (mh_notes, victim_data, SUD treatment); semicolon-delimited.
redaction_method_codes	array<string>		redaction_methods.yml#method(5) field_drop masking tokenization aggregation generalized_codes	Redaction/filtering used (field_drop, masking, tokenization); semicolon-delimited.
transport_protocol_code	enum	✅	❌ missing in _index.yml	API, SFTP, HTTPS upload, message_queue, etc.
encryption_method_code	enum	✅	encryption_methods.yml#method(4) tls pgp aes256 none	TLS, PGP, AES-256, none.
receipt_id	string		—	Acknowledgment/receipt id from receiving system.
meeting_datetime	datetime		—	Date/time of joint planning (wraparound/FTM/MDT).
meeting_participation_roles	array<string>		meeting_participation_roles.yml#role(11) youth caregiver coordinator provider school_rep probation_officer therapist education_liaison behavioral_health_partner workforce_partner reentry_coordinator	Roles present (youth, caregiver, probation, school, BH, child_welfare); semicolon-delimited.
meeting_participation_statuses	array<string>		❌ missing in _index.yml	Attendance outcomes aligned to roles order; semicolon-delimited.
lead_agency_type_code	enum		lead_agency_types.yml#agency(7) probation justice school behavioral_health child_welfare reentry_team other	Designated lead (probation, school, behavioral_health, child_welfare, other).
coordinator_staff_id	string		—	Named coordinator (ID only).
meeting_cadence_interval_code	enum		review_intervals.yml#interval(3) review_7d review_14d review_30d	Planned meeting cadence (weekly/biweekly/monthly).
deliverables_summary_present_flag	boolean		—	Whether deliverables/action steps recorded in plan notes.
edu_stability_status_code	enum		enrollment_persistence_statuses.yml#status(4) still_enrolled transferred withdrawn unknown	Education persistence snapshot (still_enrolled, transferred, withdrawn, unknown).
first_health_appointment_date	date		—	First kept appointment date with health/BH provider.
treatment_adherence_status_code	enum		treatment_adherence_statuses.yml#status(5) on_track partial missed_visits disengaged unknown	on_track, partial, missed_visits, disengaged, unknown.
missed_visit_cure_applied_flag	boolean		—	Outreach/cure applied after a missed visit (e.g., reschedule + transport support).
one_lead_principle_flag	boolean		—	True if one agency designated as lead for case coordination.
consolidated_assessments_flag	boolean		—	True if agencies agreed to accept shared assessments.
shared_care_plan_flag	boolean		—	True if shared care plan is in use across agencies.
referral_closed_date	date		—	Date referral was closed.
referral_outcome_code	enum		referral_outcomes.yml#outcome(5) resolved_needs_met ongoing_external_services referred_out_unsuccessful no_longer_needed other	resolved_needs_met, ongoing_external_services, referred_out_unsuccessful, no_longer_needed, other.
requestor_staff_id	string		—	Staff who initiated the referral.
Download CSVwhat_we_track.csv

Data & Methods

Cross-system referral metrics rely on linked administrative data, usually using probabilistic or deterministic matching on identifiers (name, DOB, school ID). Coverage varies by agency participation; partial linkages are flagged in metadata per Data Linkage & Integration. Reporting follows privacy frameworks described in Data Governance & Ethical Integration and Data Privacy & Disclosure Control. For cases where linkage is incomplete, we apply denominator adjustments and small-n suppression per Suppression & Small-n.

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