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5101:2-39-02 Case
records for children services.
(A) The PCSA shall prepare and permanently
keep records for children services,
OF child abuse or neglect reports, and child abuse or neglect
assessment/investigation summaries. Information received by the PCSA on an open
or active case which is not determined to be a report pursuant to rule
5101:2-34-06 of the Administrative Code shall be recorded and maintained in the
case record.
(B) When the PCSA completes
assessment/investigative activities, including A report RESOLUTION/ DISPOSITION
AND case resolution/case
RESOLUTION/disposition/finding (i.e.,
PCSAs shall complete a case resolution for all assessments, and a case
disposition for all investigations), and no further PCSA action
is required or planned, the PCSA shall prepare and permanently keep a file or
case record of the assessment/investigation, unless otherwise ordered by the
court. Such file or case record shall include, but not be limited to, applicable
information contained in paragraphs (C) and (D) of this rule.
(C) Each case record shall contain, but not be
limited to, the following:
(1) An ODHS
1647 ODJFS 01647 "Face Sheet" or similar
agency form containing the same information.
(2) Reason and date for case opening.
(3) All COPIES
OF ALL ODHS 1510 ODJFS
01510, "Family Risk Assessment
DECISION MAKING Model: Safety Plan for Children" FORMS, if
applicable.
(4) All ODHS
1500, "Family Risk Assessment Model, Part I: Family Risk Assessment
Matrix" RISK ASSESSMENTS which have been used in
assessing/investigating child abuse and neglect referrals.
(5) Case notes and dictation concerning the
activities and statements of persons involved in the case, describing the
activity or statement, naming the persons involved, and stating the date of
the occurrence. Such case notes or dictation shall be prepared at or near the
time of the occurrence being recorded and shall be prepared by or under the
supervision of the staff member with the most direct knowledge of the
occurrence. Opinions of PCSA staff and others shall be included in case notes
or dictation and shall be identified as such. Case notes and dictation may be
completed on the ODHS 1500
RISK ASSESSMENT FORM.
(6) Reports as applicable, including but not
limited to medical, educational, psychological, diagnostic, and treatment.
(7) Case notes and dictation referred to in
paragraph (C)(5) of this rule shall include, but not be limited to, an ongoing
description of the specific steps taken to implement the ODHS
1444 ODJFS 01444, "Family Risk
Assessment DECISION MAKING Model, Part II: Case
Plan" and of the progress or lack of progress of the parties toward
accomplishing the goals of the ODHS 1444
ODJFS 01444.
(8) Documentation of referrals and provision
of services by the PCSA, CDHS CDJFS,
other public agencies and other
community service providers, including any oral and/or written reports.
(9) Correspondence pertaining to the child and
his family or caretaker.
(10) Copies of the ODHS
1444 ODJFS 01444 and any amendments and attachments to
the ODHS 1444 ODJFS 01444.
(11) Copies of supplemental plans.
(12) A copy of the ODHS
1414 ODJFS 01414, "Family Risk
Assessment DECISION MAKING Model, Part III,
Semiannual Administrative Review Summary" prepared in accordance with
rules 5101:2-39-08, 5101:2-39-081 and 5101:2-42-43 of the Administrative Code,
if applicable.
(13) A copy of any written materials that were
presented during the semiannual administrative case review.
(14) Documentation of the provision of
supportive services which have been provided, including the dates when
services were delivered. The documentation should be included on the ODHS
1444 ODJFS 01444 and/or amendments to the ODHS
1444 ODJFS 01444.
(15) Required notations and copies of any
forms for any release of information including written permission from the
director or his designee, when information is released as set forth in rule
5101:2-34-38 of the Administrative Code.
(16) Transfer summaries, which
may be included on the ODHS 1500, prepared by the PCSA.
(17) The reason and date for case termination.
(D) Cases involving child abuse or neglect
shall contain the following additional information in the case record:
(1) Intake report containing the information
set forth in rule 5101:2-34-06 of the Administrative Code.
(2) Identification of emergency or
non-emergency assignment, date and time of assignment, and required approvals.
(3) Documentation that the PCSA has attempted
to locate the correct address of the principals of the case and make required
face-to-face contacts.
(4) Case dictation including date, time, and
with whom the assessment/investigation began, summary of
assessment/investigation interviews with principals of the case, witnesses,
and any collateral sources
SOURCE.
(5) Justification for not completing any
information gathering activity as set forth in rule 5101:2-34-32 of the
Administrative Code.
(6) A copy of the case evaluation, statement
of report case resolution/case
AND CASE disposition/finding
and the date the case resolution/case
AND CASE disposition was WERE
made. The ODHS 1500 RISK
ASSESSMENT may replace the case evaluation provided the information in
paragraph (D) of this rule is contained
DOCUMENTED in the ODHS 1500
FORM.
(7) If applicable, written consent of the
reporter or any collateral source to release or reaffirm their identity.
(8) If applicable, copies of written
notification to the prosecuting attorney when a mandated reporter fails to
make a report of child abuse or neglect.
(9) If applicable, documentation of
involvement with law enforcement for missing children, death of a child, and
third-party investigations, as stipulated in the child abuse and neglect Memorandum
MEMORANDUM of Understanding
UNDERSTANDING.
(10) If applicable, a copy of third-party
investigation reports as set forth in rule 5101:2-34-34 of the Administrative
Code.
(11) IF APPLICABLE,
DOCUMENTATION OF ANY INFORMATION PROVIDED TO A LOCAL OR REGIONAL CHILD
FATALITY REVIEW BOARD.
(11)(12)
If applicable, documentation of all activities performed by the PCSA
upon receipt of a report and assessment/investigation which alleges that a
disabled infant with life-threatening conditions is a neglected child as
defined in division (C)of section 2151.03 of the Revised Code due to the
withholding of appropriate nutrition, hydration, medication, or medically
indicated treatment.
(12)(13)
If applicable, documentation of reasonable efforts made by the PCSA to
prevent placement; the condition upon which any decision for removals was
made; attempts to provide the parent, guardian or custodian with notification
of the child's removal; attempts to provide the parent, guardian or custodian
with notification of any court hearings; and a copy of the ODHS
1645 ODJFS 01645 "Agreement for Temporary Custody
of Child," if applicable.
(13)(14)
If applicable, a copy of protective services alert forms or
interstate/intrastate protective services referrals.
(E) Each PCSA which has received an order of
protective supervision or holds temporary or permanent custody of a child,
whether custody is by agreement or commitment, or is providing kinship care
family preservation supportive services assistance pursuant to rule
5101:2-39-073 of the Administrative Code, shall maintain a case record. The case
record shall contain the information stated in paragraphs (C) and (D) of this
rule, and shall include, but not be limited to, the following applicable
information:
(1) If a child came into care as a result of a
court order, a copy of the court certification stating:
(a) Whether the PCSA made reasonable efforts
to prevent the placement; to reunify the child with the family; or that
reasonable efforts to prevent the placement or reunify the child with the
family were not required pursuant to rule 5101:2-39-05 of the Administrative
Code.
(b) That continuation of the child in the
home would be contrary to the welfare of the child or that placement outside
the home is in the best interest of the child; and
(c) That the child's placement is in the
most family-like and least-restrictive setting available and in close
proximity to the parent's home, consistent with the best interest and
special needs of the child.
(2) A copy of the individual child care
agreement as executed between the PCSA and the substitute caregiver.
(3) Educational and health information for
each child in custody as required by rules 5101:2-39-082, 5101:2-42-661 and
5101:2-42-662 of the Administrative Code.
(4) Notes of observations, copies of reports,
and other relevant information as provided by the substitute caregiver or
out-of-home care staff relating to the care of the child while in placement.
(5) A copy of the ODHS
1414 ODJFS 01414, prepared in accordance with rule
5101:2-42-43 of the Administrative Code, if applicable.
(6) A copy of any written materials that were
presented during the semiannual administrative review (SAR) by the review
panel, the child's parent, guardian or custodian, preadoptive
PRE-ADOPTIVE parent, relative providing care for the child, guardian ad
litem and/or court appointed special advocate and substitute caregiver.
(7) For children in permanent custody, copies
of all documentation as required by Chapter 5101:2-48 of the Administrative
Code.
(8) A copy of birth or death certificates.
(9) A copy of marriage records, divorce
decrees, support orders, and paternity proceedings, if necessary.
(10) A copy of all complaints, motions,
petitions, pleadings, and other documents submitted to the juvenile court by
the PCSA or other party.
(11) A copy of all court orders, findings,
written determinations, and journalized entries.
(12) All copies of ODHS
1645 ODJFS 01645 "Agreement For Temporary Custody
of Child."
(13) Copies of applications for financial or
social service support programs including, but not limited to Ohio works first
(OWF), prevention, retention and contingency program (PRC), 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.
(14) A copy of the child's social security
card or application for same.
(15) A roster indicating the dates and
location of each placement for the child, including returns to the family's
home, and copies of any reports, correspondence, or information concerning
interstate placements, when applicable.
(16) Documentation of services provided to the
child in preparation for his removal from substitute care.
(17) Notes or other documentation evidencing
notice (written or oral)to a caregiver, including any agreement by the
caregiver to less than five days advance notice of removal.
(18) Documentation of lifebook activities as
required by rule 5101:2-42-67 of the Administrative Code.
(19) Documentation of any application and
assessment of a relative home placement setting as required by rule
5101:2-42-18 of the Administrative Code.
(20) Documentation of all kinship care
assessments, eligibility and service provision as required by rule
5101:2-39-073 of the Administrative Code.
(21) A color photograph of the child who is in
the temporary or permanent custody of the agency. The photograph shall be
updated on an annual basis.
(22) A copy of the OWF self-sufficiency
contract when a PCSA family is receiving assistance and services from the CDHS
CDJFS. When the CDHS CDJFS
has not provided a copy of the OWF self-sufficiency contract to the PCSA, the
PCSA shall indicate in the case record the date that the request was made to
the CDHS CDJFS.
(F) When the PCSA maintains any of the
required information as 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.
Effective Date: 4/1/2001
Review Date:
Certification: Jo Ann Davidson
Date
Promulgated Under: Revised Code Chapter 119
Statutory Authority: Revised Code Sections 2151.421, 5103.03,5153.16, 5153.17
Rule Amplifies: Revised Code Sections 2151.421, 5103.03,5153.16, 5153.17
Prior Effective Dates: 01/01/87, 01/01/88, 01/01/89, 10/01/90, 05/01/93,
6/1/97, 10/1/97 (Emer.), 12/30/97, 3/18/99 (Emer.), 6/17/99.
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