This procedure letter provides guidance to Public Children Services Agencies (PCSAs), Private Child Placing Agencies (PCPAs), and Private Noncustodial Agencies (PNAs) on the process of abuse and neglect searches described in the Family, Children, and Adult Services Procedure Letter (FCASPL) No. 103.

As a result of the passage of Substitute Senate Bill 163 of the 127th General Assembly, child abuse and neglect searches of the uniform statewide automated child welfare information system must be conducted prior to recertification of a foster home. This search is also required prior to an adoptive home update due to the alignment of the foster care and adoption rules pursuant to Substitute House Bill 7 of the 127th General Assembly. The following is the procedure for agencies to request the searches:

• The agency must provide the following information for each individual for whom a search is being requested:

• Full name, including maiden or other names used.
• Date of birth.
• Social Security number.
• Home address.

• The agency must confirm that verification of the date of birth and Social Security number is on file with the agency for each individual search request.
• The agency must identify the specific reason for each search (for example, prospective adoptive or foster parent.)
• The agency must provide the name(s) of the agency contact persons who are designated/approved to request Central Registry search results, including their contact information (address, phone number and e-mail, if applicable.) The agency must inform ODJFS of any changes/additions to that information as necessary.
• Agencies should submit 'batches' of requests on a regular, self-determined timeframe; e.g., every Monday. Agencies are discouraged from sending multiple individual search requests each week. Agencies must allow 45 days for search results. Searches cannot be processed on an emergency basis.
• Search requests cannot be submitted via telephone.
• ODJFS will conduct searches of the Host FACSIS database for each individual Central Registry search request from public and private agencies.
• ODJFS will conduct searches of the SACWIS database for each individual Central Registry search request from private agencies.
• The PCSA will be responsible for conducting searches of the SACWIS database for the individuals that require searches; e.g., prospective foster and/or adoptive applicants.
• ODJFS will return results letters for each search electronically to the contact person designated by the requesting agency. Results will be mailed to those agencies that do not have electronic capabilities.
• Results letters will advise agencies either that there is NO MATCH found for the individual's name in the Central Registry or SACWIS systems as an alleged perpetrator of a Substantiated or Indicated report of child abuse and/or neglect; or that a MATCH is found for the individual as an Alleged Perpetrator for a Substantiated or Indicated report of child abuse and/or neglect. Result letters shall be maintained in the family resource case file.
• Search Results will not be provided via telephone or fax.

Substitute Senate Bill 163 of the 127th General Assembly also requires the agencies to request a check of the child abuse and neglect registry of any other state in which a foster care or adoptive applicant or other adult living in the applicant's household has resided in the five years immediately prior to the application. If the applicant or other adult has resided in another state during that time period, we suggest that the recommending agency determine whether that state has a child abuse and neglect registry and, if so, contact that state to check its registry concerning that individual. Currently, there is no standardized way to make these requests. Those states that have a child abuse and neglect registry vary in their definitions, standards, and placement of names in their registry. The following website is a list of the Central Registries in various states. http://ccld.ca.gov/res/word/AWStateContacts.doc. The website is maintained by the state of California and is updated regularly.

Central Registry/SACWIS search requests must be sent electronically as an e-mail attachment to Barbara Parker at barbara.parker@jfs.ohio.gov. Agencies without electronic capabilities can mail search requests to Barbara Parker at Central Registry, ODJFS/OFC/BFS, PO Box 182709, Columbus, OH, 43218-2759.

If there are any questions regarding this Procedure Letter, you may contact the OCF Help Desk at 1-866-886-3537 option 4.

INSTRUCTIONS:

The following chart depicts what materials should be inserted into the Family, Children and Adult Services Manual (FCASM).