(A)A public
children services agency (PCSA), private child placing agency (PCPA), private
non-custodial agency (PNA), and any residential facility that is in operation on the effective date of this rule shall
create, in writing, a disaster preparedness plan within
sixty days of the effective date of this rule and include this plan in
its agency foster care policy. All residential facilities shall comply with
this rule in addition to rule 5101:2-9-07 of the Administrative Code.
(B)A PCSA, PCPA,
PNA or residential facility shall submit its plan to the Ohio department of job
and family services (ODJFS) at any of the following times:
(1)At the time of
application for initial certification or recertification.
(2)Upon review of
PCSA foster home records by ODJFS.
(3)Within ten
days of a foster care policy change that would have an effect on the disaster
preparedness plan.
(C)The following
areas shall be addressed in a PCSA or a PCPA disaster preparedness plan:
(1)Identification
of essential personnel needed for the operation of the agency.
(2)Alternative
physical work location including provisions for temporary work sites.
(3)Communication
plan for agency staff, substitute caregivers, and other critical team members
with or without e-mail, internet, statewide automated child welfare information
system (SACWIS) or telephone access.
(4)Identification
of essential work activities that must continue in order to ensure the safety
of children, support caregivers and service providers.
(5)Procedures for
handling new reports of child maltreatment if the agency is responsible for
responding to reports concerning children.
(6)Procedures for
tracking clients and substitute caregivers with or without SACWIS or other
technical system in place.
(7)Continuity of services
to families receiving in-home supportive services.
(8)Continuity of
services to children in substitute care and kinship care placements.
(9)Maintenance
and security of agency records not included in SACWIS including soft copies
stored in other software applications orand hard copies.
(10) Maintenance and
security of court records for child protective services cases and PCPA adoption
court records.
(11) Coordination of
services with law enforcement, hospitals/medical providers or other disaster response
agencies for the following:
(a)Children in
agency custody.
(b)Children with
no known or available parent, guardian or custodian.
(12) Working with
emergency shelters for the following:
(a)Staff training
in disaster preparedness.
(b)Coordination of
services for children and families in emergency shelters (physical location;
shared responsibilities).
(c)Volunteers.
(13) Plans of
cooperation/memoranda of understanding with another agency which, at a minimum,
would address duties and requirements.
(D)The following
areas shall be addressed in a disaster preparedness plan for a PNA or any
residential facility including those residential facilities operated by a PCPA
or PCSA:
(1)Identification
of essential personnel needed for the operation of the agency.
(2)Identification
of an alternative physical work location including provisions for temporary
work sites.
(3)Communication
plan for agency staff, substitute caregivers, and other critical team members
with or without e-mail, internet, SACWIS or telephone access.
(4)Identification
of essential work activities that must continue in order to ensure child safety
and support caregivers, youth and service providers, and facility staff, if
applicable.
(5)Procedures for
tracking clients and substitute caregivers.
(6)Continuity of
services to children in substitute care.
(7)Maintenance
and security of agency records.
Effective: 5/1/2019
Five Year Review (FYR) Dates: 1/7/2019 and 05/01/2024
Certification: CERTIFIED ELECTRONICALLY
Date: 03/14/2019
Promulgated Under: 119.03
Statutory Authority: 5153.166, 5103.07, 5103.03
Rule Amplifies: 5103.02, 5103.03
Prior Effective Dates: 08/25/2008, 07/01/2014