How to share data files when referral information is entered into another database?

The national center requires sites that collect referral information in an external database to submit via referral data files annually by January 31st. The submission process is in lieu of these sites performing double data entry. Please follow these steps:

Step 1. Identify which families/referrals to include in the file

Use this table to determine which referrals should be included in the export file.

First time submitting	Submitted in prior years
All referrals from families or providers who received a visit in the calendar year. This includes referrals referred before the calendar year. Example: for calendar year 2025, all referrals referred from families or providers who received a visit between January 1st, 2025, and December 31st, 2025.	All referrals referred in the calendar year. Example: for calendar year 2025, all referrals with referred dates between January 1st, 2025, and December 31st, 2025

Optional: Coordinators have the option to request a list of families that are in this cohort for reference. Please submit this request to [e-mail] by January 17th.

Step 2. Download the reports from the other database

This step will vary depending on the database your site uses. However, we have included reminders below:

• When running the reports, download them as Excel or CSV files
• It is optional to de-identify children by omitting names and date of birth, depending on your agency’s policy. If you do so, please add a column to the file labeled ‘ChildId’ and enter DAISY’s child id for each row.
• The file should consist of each row being a unique referral.
• The columns should include:
  • Date referred
  • Person being referred
  • Referral source (e.g., coordinator, ELS, ASQ questionnaire)
  • Referral type/category
• Include a referral type/category document to explain what categories mean.
• If your file includes children outside the ParentChild+ program, please manually delete the rows of those children before sharing the file with the national center.

Step 3. Share files

All data submissions are due on January 31st. They should be uploaded to the Annual Requirement section in DAISY. In the pop-up window, select the type of data export you are submitting in the Document Type dropdown.