Ohio Administrative Code
Title 5101:2 - Division of Social Services
Chapter 5101:2-5 - Child Services Agency Licensing Rules
Section 5101:2-5-04 - Recertification of an agency to perform specific functions
Current through all regulations passed and filed through September 16, 2024
(A) To apply for recertification an agency shall submit a JFS 01290 "Application for Certification of Agency Functions." The agency shall, at the time of recertification and whenever the agency changes their certification information, submit the following documentation with the JFS 01290:
(B) If fiscal accountability cannot be readily determined for a PCPA or PNA, the agency may be issued a temporary certificate and be placed on fiscal watch during that period. During a fiscal watch period, the agency may be expected to submit, but is not limited to, the following:
(C) ODJFS may work closely with the agency during the fiscal watch period to monitor financial activity to help ensure the agency can remain fiscally viable and financial resources are sufficient for providing the necessary level of care for the well-being of children placed with the agency. At any point up to and including the end of the fiscal watch period, ODJFS may recommend the agency:
(D) The requirements of paragraph (A) of this rule do not apply to a public children services agency (PCSA) or to a local public entity that is not a PCSA.
(E) An agency seeking recertification shall electronically submit all information and documentation required for recertification to ODJFS not less than one hundred twenty days prior to the date of expiration of its current certificate unless an extension has been granted pursuant to rule 5101:2-5-03 of the Administrative Code. Failure of an agency to submit an application for recertification within the timeframes required by this rule may cause a lapse in certification or a delay in issuance of a certificate.
(F) When an application for recertification is received and found to be incomplete or incorrectly completed, the recertification application shall be returned to the applicant for completion and resubmission to ODJFS. A recertification application shall not be considered to have been submitted until it is received by the appropriate ODJFS field office in complete and correct form.
(G) An agency shall submit a list of all records, as requested by ODJFS, from which a sample will be selected for review during the site inspection.
(H) An agency shall return the list of records pursuant to paragraph (G) of this rule, within fourteen calendar days of receipt of the ODJFS request. Failure of an agency to submit the list of records as requested shall not cause the start of the recertification review to be delayed but may cause a lapse in certification or a delay in issuance of a certificate.
(I) If an agency's list of records as requested by ODJFS, pursuant to paragraph (G) of this rule, is received by ODJFS within the timeframe specified in paragraph (H) of this rule, ODJFS may select a random sample of records from the list to be reviewed during the site inspection and shall provide the identity of these records to the agency two weeks prior to the scheduled site inspection.
(J) If an agency's list of records is not received by ODJFS within the timeframes specified in paragraph (H) of this rule, ODJFS may elect to do a random selection of records at the time of the site inspection with no prior notice to the agency of the identity of the records to be reviewed.
(K) An agency administrator or staff person shall not deny ODJFS access to any relevant records, information, personnel, residential facility, residents, offices or areas of the agency in the course of a recertification study or at any other time.