Current through all regulations passed and filed through September 16, 2024
(A) The public children services agency
(PCSA) shall record case information in the statewide
automated child welfare information system (SACWIS). Case information that
cannot be recorded in SACWIS shall be maintained as hard copy files, electronic
files or as a combination of both.
(B)
All case records prepared, maintained, and permanently
kept by the PCSA are confidential. Access to PCSA case records and the release
of PCSA case record information shall be conducted pursuant to and in
accordance with the requirements outlined in rule
5101:2-33-21 of the
Administrative Code.
(C)
The
PCSA shall prepare, maintain, and permanently keep records for all referrals,
related screening decisions, and information received by the agency pursuant to
rule 5101:2-36-01 of the
Administrative Code
.
(D)
The PCSA shall prepare, maintain, and permanently keep
records for all of the following intake categories which the PCSA has received
and/or conducted an assessment/investigation and required activities pursuant
to Chapters 5101:2-36 and 5101:2-37 of the Administrative Code:
(1)
Child abuse
and/or neglect reports.
(2)
Dependency reports.
(3)
Family in need
of services reports.
(4)
Information and/or referral intakes.
(E)
The
PCSA shall prepare, maintain and permanently keep records on all cases for
which the PCSA provided services including:
(1)
Voluntary
supportive services cases pursuant to Chapters 5101:2-37, 5101:2-38, and
5101:2-40 of the Administrative Code.
(2)
Court ordered
protective supervision cases pursuant to Chapters 5101:2-37, 5101:2-38, and
5101:2-40 of the Administrative Code.
(3)
Substitute care
cases pursuant to Chapters 5101:2-37, 5101:2-38, 5101:2-39, 5101:2-40,
5101:2-42, and 5101:2-47 of the Administrative Code.
(4)
Adoption cases
pursuant to Chapters 5101:2-37, 5101:2-38, 5101:2-39, 5101:2-40, 5101:2-42,
5101:2-48 and 5101:2-49 of the Administrative Code.
(F)
Each case record prepared, maintained and
permanently kept in accordance with this rule shall contain, but not be limited to, the
following information, as applicable:
(1)
Documentation that the PCSA has attempted to
locate the correct address of the principals of the report, if necessary, and
make required face-to-face contacts with the principals of the report as
required in rule
5101:2-36-01 of the
Administrative Code.
(2)
Documentation of
the PCSA's request and the corresponding rationale for requesting assistance
from law enforcement during the course of the PCSA's assessment/investigation
of a family, if applicable.
(3)
Documentation of any involvement the PCSA had
with law enforcement regarding missing children, death of a child, third-party
investigative procedures, or any other assistance the PCSA requested from law
enforcement as stipulated in the county child abuse and neglect memorandum of
understanding.
(4)
Reports from service providers, including but
not limited to medical, educational, psychological, diagnostic, and
treatment.
(5)
Documentation of
verbal, written, or electronic referrals and
provision of services by the PCSA, county department of job and family services
(CDJFS), other public and private agencies and
community service providers on behalf of children and
families being served by the PCSA, including any oral and/or written
reports and the dates when services were delivered.
(6)
Correspondence pertaining to the child and his
family or caretaker.
(7)
A copy of all complaints, motions, petitions,
pleadings, and other documents submitted to the juvenile court by the PCSA or
any other party.
(8)
A copy of all court
orders, findings, written determinations, and journalized entries from the
juvenile court.
(9)
Copies of supplemental plans, as
applicable.
(10)
A copy of any written materials presented during the
semiannual administrative review(s).
(11)
Transfer
summaries prepared by the PCSA.
(12)
Copies of
applications for financial or social service support programs including, but
not limited to Ohio works first (OWF), prevention, retention and contingency
program, Title IV-B, Title IV-E, Title XX, medical assistance, supplemental
security income, or children with medical handicaps program, and documentation
supporting eligibility determinations made.
(13)
A copy of the
child's social security card or application for same.
(14)
A copy of the
child's birth certificate.
(G)
The PCSA shall
maintain case records that cannot be maintained in
SACWIS in a consistent and organized manner such that required
information set forth in this rule can be readily located. If the PCSA
maintains any required information set forth in this rule in a location other
than the case record, it shall be stated in the PCSA policy or noted in the
case record where the information can be found.
Effective:
7/1/2014
R.C. 119.032 review dates:
02/06/2014 and
07/01/2019
Promulgated
Under: 119.03
Statutory Authority: 2151.421, 5103.03, 5153.166,
5153.17
Rule Amplifies: 2151.421, 5103.03, 5153.16,
5153.17
Prior Effective Dates: 1/1/87, 1/1/88, 1/1/89, 10/1/90,
5/1/93, 6/1/97, 10/1/97 (Emer.), 12/30/97, 3/18/99 (Emer.), 6/17/99, 4/1/01,
2/1/03, 3/1/06, 10/1/09, 11/1/11
