5101:1-1-13 Assistance group records, case records, retention and transfer of records.

(A) What is an assistance group record?

An "assistance group record" is a collection of hard copy and on-line electronic documents to support that the county agency has determined the assistance group's eligibility for the Ohio works first (OWF), disability financial assistance (DFA), refugee cash assistance (RCA), and/or prevention, retention, and contingency (PRC) programs. The assistance group record also contains information to support program eligibility and participation requirements, that the grant has been computed correctly, and that potential income and resources have been explored. The documents in the assistance group record are needed to facilitate a third-party review. The documents in the assistance group record include, but are not limited to the following:

(1) Application forms, reapplication forms, self-sufficiency contracts, appraisal and assessment forms.

(2) Summary of recipient and agency contacts.

(3) Referrals to social services.

(4) Copies of county and state hearing notices and records. State hearing notices and records are maintained by the Ohio department of job and family services (ODJFS) in accordance with paragraph (F) of rule 5101:6-7-01 of the Administrative Code.

(5) Documentation of OWF work participation.

(6) Correspondence from the county agency to the assistance group and from the assistance group to the county.

(7) Verification such as wage reports, ODJFS state verification and exchange system (SVES) verification and birth records.

(B) What is a case record?

The case record is a collection of assistance group records for each assistance group included on the same JFS 07200, "Request for Cash, Food, and Medical Assistance" (rev. 12/2012), printed copy of information (PCI), and "Prevention, Retention, and Contingency (PRC) Application."

(C) What are the retention requirements for the records?

Assistance group records are subject to the retention procedures set forth in rule 5101:9-9-21 of the Administrative Code.

(D) What are the requirements for transferring records between counties?

When an assistance group moves to another county within the state, the assistance group record shall be transferred to the county to which the assistance group has moved. If the entire household moves to another county, the case record shall be transferred. As the assistance group and case records are in both on-line electronic and hard copy form, the following requirements apply for transferring the records:

(1) Electronic records

On-line record transfers in the client registry information system enhanced (CRIS-E) system, and other electronic records shall be transferred by the county agency as soon as possible, but no later than five working days from the date the county agency became aware of the address change.

(2) Hard-copy records

The hard-copy record shall be transferred as soon as possible but no later than fifteen calendar days from the date the county agency became aware of the address change. The county agency sending the hard-copy records shall complete the JFS 03900, "Notice of Intercounty Transfer" (rev. 05/2010) and send the completed form with the hard-copy records. The sending county agency shall also retain a copy of the completed JFS 03900.

Effective: 02/01/2013
R.C. 119.032 review dates: 06/01/2015
Promulgated Under: 119.03
Statutory Authority: 5101.02 , 5101.49 , 5107.05 , 5115.03
Rule Amplifies: 5107.05 , 5115.03
Prior Effective Dates: 1/1/74, 11/1/74, 3/1/82, 9/2/82, 3/6/85 (Emer.), 6/10/85, 7/1/85, 1/1/88 (Emer.), 3/21/88, 7/1/88 (Emer.), 8/1/88 (Emer.), 9/25/88, 10/15/88, 7/1/91 (Emer.), 9/15/91, 10/1/91 (Emer.), 12/20/91, 1/1/93, 5/1/93, 7/1/96, 10/11/97 (Emer.), 12/30/97, 7/1/98, 7/1/99, 7/1/01, 11/1/02, 12/1/06, 6/1/10, 7/1/05, 6/1/10