(A)A public children services agency (PCSA), private child placing agency (PCPA) or private noncustodial agency (PNA) shall establish an e-mail account in order to receive electronic notifications from the Ohio department of job and family services (ODJFS) regarding the retained applicant database information exchange.

(B)The agency shall submit the e-mail account information to ODJFS according to the following:

(1)Within ten days of receiving its license from ODJFS.

(2)Within twenty-four hours of changing the e-mail account information, if the information changes after submission to ODJFS.

(C)The PCPA or a PNA shall enter the following information regarding any adult household member subject to a criminal records check on the JFS 01318 "SACWIS Private Agency Provider Request" (rev. 4/2009):

(1)Legal name.

(2)Date of birth.

(3)Social security number.

(D)(C) The PCSA, PCPA or a PNA shall enter the following information regarding any adult household member subject to a criminal records check into the statewide automated child welfare information system (SACWIS):

(1)Legal name.

(2)Date of birth.

(3)Social security number Authentication number from the Ohio bureau of criminal investigation (BCI).

(E)(D) The information required in paragraphsparagraph (C) and (D) of this rule shall be completed as follows:

(1)If the agency has not completed a JFS 01318 form or entered the required information into SACWIS for a currently certified or approved foster and adoption home, the agency shall complete the information.

(2)(1)   Upon the recommendation to certify or approve a foster or adoptive home. .

(3)(2)   Within ten days after the receipt of a criminal records check from BCI involving a change in occupancy involving a household member subject to a criminal records checkfor a new household member.

(F)(E)  If the agency receives a notification that an individual in the home of a certified foster caregiver or in the home of a person approved for adoption has been fingerprinted in relation to a crime, the agency shall contact BCII within two business days of receiving the notification to request additional information review the information using the web portal at: https://www.ohioattorneygeneral.gov.

(G)(F)  The agency shall review any additional information within one business day of receiving it from BCII(BCI).

(H)(G) If a home is certified as a foster home and approved for adoption by two different agencies, each agency shall perform the requirements of this rule.

(I)(H)   If the additional"Rapback" information from BCII indicates that a person in the household of a certified foster caregiver or in the home of a person approved for adoption has been arrested, convicted, or plead guilty to any offense, the agency shall take appropriate action within twenty-four hours of receiving the additional information from BCII. Appropriate action at a minimum shall include:

(1)Contact the local law enforcement agency that made the arrest.

(2)Notify, within twenty-four hours, any other agency that holds custody of a child in the home and inform the agency of the information received.

(3)Re-evaluate the household to ensure the home will not jeopardize in any way the health, safety or welfare of the children in the home.

(J)(I)    The agency shall complete and submit to ODJFS the JFS 01301 "Retained Applicant Fingerprint Database Post-Notification Report" (12/2008) in SACWIS within ten business days after taking action as described in paragraph (H) of this ruleon the additional information received from BCII.

(K)(J)  The agency shall document all "Rapback" information and results related to the retained applicant database information exchange in the file of the foster caregiver or the adoptive home in SACWIS.

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: 5101.32

Rule Amplifies: 109.5721, 5101.32

Prior Effective Dates: 12/31/2008, 03/01/2010, 08/01/2014