Semiannual Administrative Review

Rule 5101:2-38-10 of the Administrative Code requires a Semiannual Administrative Review (SAR) to:

  • Assess and update, as needed, the permanency plan for the child which can include, but is not limited to, reunification, independent living, a planned permanent living arrangement, or adoption.
  • Evaluate whether the overall level of risk to the child has been reduced.
  • Assess the appropriateness of supportive services offered and provided to the child, his parent, guardian, custodian, or pre-finalized adoptive parent, and substitute caregiver, as applicable.
  • Evaluate whether services provided to the child and his parent, guardian, or custodian will help the child return to a safe environment, when applicable.
  • Assess continued safety and appropriateness of the placement setting of the child.
  • Determine if a plan to locate a permanent family placement for the child shall be made concurrently with reasonable efforts to safely return the child to his own home, according to procedures set forth in paragraph (Y) of rule 5101:2-38-05 of the Administrative Code.

The SAR meeting shall be conducted by a review panel consisting of at least the caseworker with day-to-day responsibility for, or familiarity with the management of the child's case plan, supervisor or designee, and, for court involved cases (protective supervision or substitute care), a person who is not responsible for the management of the child's case plan, or for the delivery of services to the child or his parent, guardian, or custodian.

The SAR meeting will include the review panel; the child's parent, guardian, or custodian or pre-adoptive parent; the guardian ad litem and/or court appointed special advocate, if one has been appointed; the child's substitute caregiver, including the relative providing care for the child; and the child's attorney, if applicable.

It is completed every six (6) months based upon whichever occurs first:

  • Original Court Complaint Date
  • Date of the Placement
  • Date of the Court Ordered Protective Supervision
  • Date of Agency Worker Signature on Case Plan (for no court orders only)

The PCSA must prepare a written summary for each SAR. This written summary is the JFS 01412. This tool contains a case progress review, child well-being assessment, review of independent living services, review of substitute care, protective supervision, in-home supportive services issues, review of permanency planning, and a review of permanency goal status.

Case Progress Review

Services Review

The Case Review is completed in conjunction with the SAR at six (6) month intervals. Section 3A of the Case Review completed at the three (3) month and the six (6) month intervals will be attached to the SAR and will be discussed with the family and other participants at the time of the meeting.

Safety and Appropriateness of Current Placement

Assessing the safety and appropriateness of a child's current placement, even if this placement is within his/her own home, is imperative. This section describes whether there is any safety issues associated with each child's current placement, whether in own home or out-of-home placement (including relative placement, regardless of custody status) and how these safety issues are being addressed. Also included in this description is how the placement is meeting the child's basic and special needs. Out-of-home placement is when a child is placed out of the home regardless of custody status. It includes out-of-home safety plan, relative/kin custody, and substitute care.

This section also indicates whether an annual visit was conducted by the agency for any child who is in out-of-state placement, if applicable.

Placement Moves/Legal Status Changes

Placement Moves/Legal Status Changes

A placement move is the number of times a child has experienced a change in caretaker(s) regardless of custody status (excluding short term changes such as respite, detention, AWOL, extended visitation with parent, hospitalization for medical/psychiatric treatment, or camp). Per OAC rule 5101:2-1-01, the definition of caretaker is a person with whom the child resides or the person responsible for the child's daily care. This includes, but is not limited to, the parent, guardian, custodian, or out-of-home care setting employee.

A child's legal status includes: temporary custody, permanent custody, no custody, court ordered protective supervision, agreement for temporary custody, planned permanent living arrangement, and permanent surrender. A legal status change is the number of times the legal status of the child has changed.

Permanency Goal Status

This section describes the agency's recommendation regarding the child's custody arrangement for the next six months. It also indicates whether each child's current permanency goal needs to be amended; the estimated date each child may be returned home, protective supervision may be terminated, permanent placement may be made, or case may be closed; and whether the case plan will be amended as a result of the SAR. Any permanency goal change will require an amendment to the case plan.

Case Review Update

The Case Review has been completed. The case progress is summarized below.

This section indicates that a Case Review (JFS 01413) was completed. The caseworker will summarize the contents of the Case Review, including the safety re-assessment, case progress review, including services review, strengths and needs update and risk reassessment sections which were completed at the three (3) month and six (6) month intervals.

Need for Substitute Care, Protective Supervision or In-Home Supportive Services

This section justifies whether substitute care, protective supervision or in-home supportive services needs to be continued or terminated. This section also includes information regarding the need to continue out-of-home placements.

Child Well-Being Assessment

Per OAC rule 5101:2-38-05, the JFS 01443, "Child's Education and Health Information" form is completed for all children who are in substitute care. This form contains information regarding a child's medical history and educational background.

The JFS 01443 is to be completed and reviewed at the time of the SAR. A copy of this form shall be provided to the parent, guardian or custodian and the substitute caregiver.

This section of the SAR is not completed for children who are in in-home supportive services or protective supervision. The caseworker will mark this section N/A.

Independent Living Services

OAC rule 5101:2-42-19 requires that children ages 16 years or older who are in substitute care participate in independent living services as part of their case plan. This section of the SAR reviews these services and the child's independent living readiness status.

This section of the SAR is not completed for children whose legal status is in-home supportive services or protective supervision or if they are under the age of 16 years. The caseworker will mark this section N/A.

Permanency Planning

Permanency planning is the process to ensure that children are in safe and nurturing family relationships to last a lifetime. (52) This section discusses recommendations regarding a child's custody arrangement for the next six month review period. These recommendations include whether to reunify the family, to implement a supplemental plan, or to petition the court for termination of parental rights. Also, agency progress in meeting the needs of and recommendations for the child who is in a planned permanent living arrangement are discussed.

For those children in protective supervision or in-home supportive services, the caseworker will only complete questions A and C. All other questions will be marked N/A.

Participant Signatures

All participants must sign the SAR form. This includes the required panel members as specified previously. Copies of the SAR form must be provided to all parties and the guardian ad litem and/or court appointed special advocate.