(A)The public
children services agency (PCSA) shall record case information in the statewide
automated child welfare information system (SACWIS). Case information that
cannot be recorded in SACWIS shall be maintained as hard copy files, electronic
files or as a combination of both.
(B)All case
records prepared, maintained, and permanently kept by the PCSA are
confidential. Access to PCSA case records and the release of PCSA case record
information shall be conducted pursuant to and in accordance with the
requirements outlined in rule 5101:2-33-21 of the Administrative Code.
(C)The PCSA shall
prepare, maintain, and permanently keep records for all referrals, related
screening decisions, and information received by the agency pursuant to rule
5101:2-36-01 of the Administrative Code.
(D)The PCSA shall
prepare, maintain, and permanently keep records for all of the following intake
categories which the PCSA has received and/or conducted an assessment/investigation
and required activities pursuant to Chapters 5101:2-36 and 5101:2-37 of the
Administrative Code:
(1)Child abuse
and/or neglect reports.
(2)Dependency
reports.
(3)Family in need
of services reports.
(4)Information
and/or referral intakes.
(E)The PCSA shall
prepare, maintain and permanently keep records on all cases for which the PCSA
provided services including:
(1)Voluntary
supportive services cases pursuant to Chapters 5101:2-37, 5101:2-38, and
5101:2-40 of the Administrative Code.
(2)Court ordered
protective supervision cases pursuant to Chapters 5101:2-37, 5101:2-38, and
5101:2-40 of the Administrative Code.
(3)Substitute
care cases pursuant to Chapters 5101:2-37, 5101:2-38, 5101:2-39, 5101:2-40,
5101:2-42, and 5101:2-47 of the Administrative Code.
(4)Adoption cases
pursuant to Chapters 5101:2-37, 5101:2-38, 5101:2-39, 5101:2-40, 5101:2-42,
5101:2-48 and 5101:2-49 of the Administrative Code.
(F)Each case
record prepared, maintained and permanently kept in accordance with this rule
shall contain, but not be limited to, the following information, as applicable:
(1)Documentation
that the PCSA has attempted to locate the correct address of the principals of
the report, if necessary, and make required face-to-face contacts with the principals
of the report as required in rule 5101:2-36-01 of the Administrative Code.
(2)Documentation
of the PCSA’s request and the corresponding rationale for requesting assistance
from law enforcement during the course of the PCSA’s assessment/investigation
of a family, if applicable.
(3)Documentation
of any involvement the PCSA had with law enforcement regarding missing
children, death of a child, third-party investigative procedures, or any other
assistance the PCSA requested from law enforcement as stipulated in the county
child abuse and neglect memorandum of understanding.
(4)Reports from
service providers, including but not limited to medical, educational,
psychological, diagnostic, and treatment.
(5)Documentation
of verbal, written, or electronic referrals and provision of services by the
PCSA, county department of job and family services (CDJFS), other public and
private agencies and community service providers on behalf of children and
families being served by the PCSA, including any oral and/or written reports
and the dates when services were delivered.
(6)Correspondence
pertaining to the child and his family or caretaker.
(7)A copy of all
complaints, motions, petitions, pleadings, and other documents submitted to the
juvenile court by the PCSA or any other party.
(8)A copy of all
court orders, findings, written determinations, and journalized entries from
the juvenile court.
(9)Copies of
supplemental plans, as applicable.
(10) A copy of any
written materials presented during the semiannual administrative review(s).
(11) Transfer
summaries prepared by the PCSA.
(12) Copies of
applications for financial or social service support programs including, but
not limited to Ohio works first (OWF), prevention, retention and contingency
program, Title IV-B, Title IV-E, Title XX, medical assistance, supplemental
security income, or children with medical handicaps program, and documentation
supporting eligibility determinations made.
(13) A copy of the
child's social security card or application for same.
(14) A copy of the
child’s birth certificate.
(G)The PCSA shall
maintain case records that cannot be maintained in SACWIS in a consistent and
organized manner such that required information set forth in this rule can be
readily located. If the PCSA maintains any required information set forth in
this rule in a location other than the case record, it shall be stated in the
PCSA policy or noted in the case record where the information can be found.
Five Year Review (FYR) Dates: 5/12/2020 and 05/12/2025
Certification: CERTIFIED ELECTRONICALLY
Date: 05/12/2020
Promulgated Under: 119.03
Statutory Authority: 2151.421, 5103.03, 5153.166, 5153.17
Rule Amplifies: 2151.421, 5103.03, 5153.166, 5153.17
Prior Effective Dates: 01/01/1987, 01/01/1988, 01/01/1989,
10/01/1990, 05/01/1993, 06/01/1997, 10/01/1997 (Emer.), 12/30/1997, 03/18/1999
(Emer.), 06/17/1999, 04/01/2001, 02/01/2003, 03/01/2006, 10/01/2009,
11/01/2011, 07/01/2014