Below please find updated policies and procedures as a result of the March 9, 2020 emergency declaration, Executive Order 2020-02D issued by Governor DeWine:

COVID-19 positive result notification:

All agencies and substitute care providers are instructed to notify the ODJFS helpdesk at HELP-DESK-OCF@jfs.ohio.gov if any staff, caregiver, household member, or child tests positive for COVID-19 so that ODJFS may provide support and ensure all Department of Health protocols are followed.

Child Protection Oversight and Evaluation:

Prior to COVID-19, ODJFS had initiated Phase 1 of the Child Protection Oversight and Evaluation 12 (CPOE-12) and Technical Assistance Specialists had begun reaching out to those counties scheduled for entrances April-June 2020. Amid these unprecedented times, the office recognizes the need to temporarily suspend CPOE-12 activities until October 2020 to allow counties to prioritize the safety and well-being of the children and families under their jurisdiction.

ODJFS further recognizes the need to offer support and provide guidance and ongoing technical assistance during this critical time. Technical Assistant Specialists will be in regular contact with their counties and ready to assist in various ways and as always counties should reach out to their technical assistant specialists directly whenever needed.

As indicated in Director Kimberly Hall’s PRACTICE CONSIDERATIONS DURING COVID-19 memo dated 3/16/2020, child protection responsibilities include responding to reports of maltreatment to our most vulnerable citizens. Agencies must still assess safety during all phases of a case including screening, assessment/investigation and ongoing regardless of where children reside. Agencies should review the guidance provided in the memorandum for additional information.

Foster Care, Adoption, Kinship Care and Residential Facility Guidance

This guidance is effective until further notice unless explicitly stated below:

Agencies are encouraged to review their own internal policies to see if there are restrictions in place that are beyond what is required by state and federal regulations.  If those policies that go beyond state and federal regulations will now cause undue hardship or endanger the health of agency staff, caregivers, children in care, or the general public, it is strongly recommended that agencies consider easing those restrictions at this time.

Foster parent capacity:

• If the custodial and recommending agency have a critical need to exceed the maximum of ten children in a home as stated in 5101:2-5-32 (C) they should submit those requests with detailed information to the OFC Helpdesk at HELP-DESK-OCF@jfs.ohio.gov. Our office will respond as timely as possible to such requests. 

Initial certification or approval for foster care, adoption, or kinship care (as applicable to each area):

• Pre-service training hours cannot be waived. However, the training methods can be flexible during this time. Trainings can be delivered via live synchronous training and/or through Foster Parent College for preservice, up to the minimum hours required for their certification type. Regardless of which training method is used, agencies are still required to ensure that all training topics and hours are met.  Guidance is available from each OCWTP regional training center regarding Foster Parent College preservice hours and topics. Training for adoptive-only families may still be waived, except for the 3 hours of culture training.
• If CPR and First Aid training is required, it may be completed online without certification during this time. 
• Live synchronous training will be eligible for foster parent stipends and reimbursements and agency allowance.  Online training is eligible for foster parent stipends and reimbursements but is not eligible for agency allowance.
• If private agencies decide to amend the trainings offered for their families, they shall document these changes in their training plan. The revised training plans do not need to be submitted to ODJFS at this time.
• Criminal background checks are still required for all potential caregivers and adult household members. If families have the appropriate supplies, they may print the fingerprint form and complete their own fingerprints with an ink pad, then mail it in to BCI. The form and address can be found here: https://www.ohioattorneygeneral.gov/Files/Forms/Forms-for-BCI-Criminal-Records-and-Background-Chec/Background-Check-Forms/BCI-fingerprint-card.aspx. BCI has also stated that several locations are still completing webchecks. Recommending agencies and families are urged to use this link to locate webcheck services by county or zip code if unable to complete the fingerprints manually at home:
• https://www.ohioattorneygeneral.gov/Business/Services-for-Business/WebCheck/Webcheck-Community-Listing.
• If a safety audit has not been conducted yet for an initial homestudy or kinship assessment, the worker must take appropriate precautions with social distancing, gloves, not touching household items, etc. and complete the safety audit/physical check of the home as quickly as possible and leave the home.  
• As interviews are to be completed face to face, the worker may do these via skype, facetime, or other video conferencing equipment so that in-person contact is kept to a minimum as much as possible.
• Medical statements do not currently require contact with a physician. Families can use whatever means available to have physicians complete the forms, such as email, fax, mail, etc.  If a physician requires a visit, this may be done via telehealth as well.
• Fire Inspections are required prior to initial certification.  Please request the fire inspection as soon as possible.  The inspectors will complete them as they are able. 
• Well water inspections are required unless there is another plan for water in the home.  If the local health department is unable to complete the inspections, the families may use bottled or filtered water as an alternative to the inspection. 
• Other requirements that can be done electronically, such as abuse/neglect checks, sex offender checks, financial forms, etc., should be conducted in this manner. 

Amendments for foster or adoptive homes:

• Please review guidance provided above for any amendment requirements applicable to the change that has occurred (i.e. address change, new household member, etc.) Any interviews may be conducted via Skype, facetime, or other video conferencing equipment.

Recertifications and updates for foster and adoptive homes:

• HB 197 of the 133^rd Ohio General Assembly includes language to allow ODJFS to extend all certifications and approvals. As a result, ODJFS will be extending all foster care recertifications and adoption updates scheduled to expire in March, April, May and June until September 30, 2020. 
• ODJFS and the SACWIS team will implement data fixes to extend affected foster care and adoption spans. 
• If foster parents would like to complete ongoing training requirements during this time, they may do so via live synchronous or online training up to the minimum hours of training required for their certification type. Regardless of which training method is used, trainings must be approved by the recommending agency in order to receive credit. 
• If CPR and First Aid certification is due to expire, the training may be completed online without certification during this time. 
• Live synchronous training will be eligible for foster parent stipends and reimbursements and agency allowance.  Online training is eligible for foster parent stipends and reimbursements but is not eligible for agency allowance.
• If private agencies decide to amend the trainings offered for their families, they shall document these changes in their training plan. The revised training plans do not need to be submitted to ODJFS at this time.

Documentation:

When a recommending agency chooses an alternative requirement identified above, it must be documented in a SACWIS provider activity log. ODJFS recommends starting the activity log narrative with “COVID-19”.

Residential Requirements, ratios:

• Ratios for residential staffing may be increased from 1:10 to 1:15 during the emergency. 
• Ratios for infants and toddlers in residential parenting facilities may increase from 1:5 to 1:7 during the emergency. 
• If residential facilities increase staffing ratios as permitted above, the facilities shall notify the OFC Helpdesk at HELP-DESK-OCF@jfs.ohio.gov.   

Residential Requirements, staff:

• Criminal background checks are still required for all staff. If individuals have the appropriate supplies, they may print the fingerprint form and complete their own fingerprints with an ink pad, then mail it to BCI. The form and address can be found here: https://www.ohioattorneygeneral.gov/Files/Forms/Forms-for-BCI-Criminal-Records-and-Background-Chec/Background-Check-Forms/BCI-fingerprint-card.aspx. BCI has also stated that several locations are still completing webchecks. Agencies are urged to use this link to locate webcheck services by county or zip code if unable to complete the fingerprints manually at home:
  
  https://www.ohioattorneygeneral.gov/Business/Services-for-Business/WebCheck/Webcheck-Community-Listing.

•  Prior to working alone with children, the agency shall ensure the following during the emergency:

1.All required background checks have been received

2.Staff have completed the initial orientation required by rule 5101:2-9-03

3.CPR and First Aid training has been completed.  It may be completed online without certification at this time. Certification shall be completed within 90 days after the emergency ends.

The additional twenty hours of first year training are still required; however, they no longer must be completed prior to working alone with children. 

• If staff CPR and First Aid certification is due to expire, the training may be completed online without certification during this time.  Certification shall be completed within 90 days after the emergency ends. 
• One person certified in CPR and First Aid must still be on duty in a living unit at all times. 

Residential Requirements, facility:

• If a residential facility is not able to obtain a well water inspection, the facility may use bottled or filtered water as an alternative to the inspection during the emergency. 
• Residential facilities shall do their best to meet the current requirements of rule 5101:2-9-20 regarding food and nutrition.  If any foods are not available because of a shortage in the community, the facility shall still provide a nutritious meal to all residents. 

INSTRUCTIONS:

The following chart depicts what materials should be deleted from the Family, Children and Adult Services Manual (FCASM) and what materials are to be inserted in the FCASM.