FCASPL 278 (Clarification to Caseworker Visitation Expectations in OAC 5101:2-42-65 and 5101:2-48-17 due to the CFSR)
Family, Children and Adult Services Procedure Letter No. 278
February 23, 2015
TO: Family, Children and Adult Services Manual Holders
FROM: Cynthia C. Dungey, Director
SUBJECT: Clarification to Caseworker Visitation Expectations in Ohio Administrative Code 5101:2-42-65 and 5101:2-48-17 due to the Child and Family Services Review (CFSR).

This Procedure Letter (PL) transmits clarification to the rules regarding who has the authority to complete caseworker visitation requirements, as a response to recent guidance from the federal government located in the CFSR Round 3 Onsite Review Instrument (pg. 66) located at https://training.cfsrportal.org/resources/3044. This guidance will result in amendments to rules 5101:2-42-65 and 5101:2-48-17 of the Administrative Code. Untilthoserulescanbeamended,ODJFSisissuingthefollowingguidance:

The caseworker visits mandated by Ohio Administrative Code (OAC) rules 5101:2-42-65 and 5101:2-48-17 must be completed by a caseworker with the agency that has full responsibility for case planning and case management of the child's case. A few examples are listed below:

  • Another caseworker employed by the agency that has full case management responsibilities of the case, such as another caseworker in the same unit as the worker assigned to the case, would be able to conduct these caseworker visits. In these circumstances, the worker completing the visit shall document in the activity log the reason a worker other than the assigned caseworker visited the child. While this practice is permitted, it is recommended that the assigned caseworker complete the majority of the required monthly visits.
  • An agency that is given full case management responsibilities by the local public agency, such as managed care agencies, would be able to conduct these caseworker visits.
  • Visits by caseworkers from agencies that are contracted to provide specific services while the public agency maintains decision making and case management responsibilities regarding the case or the child would not be counted toward this monthly visitation requirement.
  • For those cases that require more than one monthly visit from a caseworker based on the treatment needs of the child or the current family situation, the agency with full case management responsibilities may contract with another agency for those additional visits, as long as the agency with full case management responsibilities completes the minimum monthly visitation.
  • The only exception to this requirement is children who are placed in another state through the Interstate Compact for the Placement of Children (ICPC). Those visits must be completed by the supervising agency in the state where the child is placed, pursuant to the compact.

This visitation criteria will be included as part of the Child Protection Oversight and Evaluation (CPOE) 10 review requirements.

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Procedure Letters FCASPL No. 278