This Procedure Letter is an update to FCASMPL No. 145, issued June 9, 2008, regarding requests for edits to data contained in the Statewide Automated Child Welfare Information System (SACWIS). The Ohio Department of Job and Family Services (ODJFS) will continue to accept and process requests from public children services agencies to modify records that, due to conversion or clerical error, are inaccurate. All requests must be submitted through the SACWIS Help Desk in accordance with this Procedure Letter, and will become part of an audit trail maintained by ODJFS for edits made to SACWIS data.

The procedure for requesting edits to SACWIS data has not changed, and is outlined below. Agency directors may authorize designees to submit SACWIS edit requests. The number of designees is based on county size in relation to CPOE designations. Large metropolitan counties may designate up to six persons within the agency to submit data edit requests, and small to medium counties may designate one or two persons.

It is the responsibility of the agency director or designee to ensure that all requests for edits comply with the Ohio Revised Code and Administrative Code rules. ODJFS reserves the right to conduct a policy review on any edit request.

Process for Submitting SACWIS Data Edit Requests

1.The agency executive director may designate other agency staff members to authorize SACWIS data edits by completing the JFS 01669, "Delegation of Authority for Sensitive SACWIS Data Corrections," and submitting the form to the SACWIS Help Desk. NOTE: This procedure letter does not require submission of a new JFS 01669 if one is already on file with the SACWIS Help Desk.

2.For each SACWIS data edit request, the agency executive director or delegate must complete a JFS 01671, "Sensitive SACWIS Data Correction Request."

3.The completed JFS 01671 must be scanned and e-mailed to the SACWIS Help Desk at sacwis_help_desk@jfs.ohio.gov, or faxed to the SACWIS Help Desk at 614-728-9678.

INSTRUCTIONS:

The following chart depicts what materials should be inserted into the Family, Children and Adult Services Manual (FCASM).