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This website publishes administrative rules on their effective dates, as designated by the adopting state agencies, colleges, and universities.

Chapter 5101:2-37 | Assessments

 
 
 
Rule
Rule 5101:2-37-01 | PCSA requirements for completing the safety assessment.
 

(A) The public children services agency (PCSA) shall complete the "Comprehensive Assessment Planning Model - I.S., Safety Assessment" in the statewide automated child welfare information system (SACWIS) for all of the following when the child is not in the permanent custody of the PCSA:

(1) Intra-familial child abuse and neglect reports, including those which are screened in as a third party investigation.

(2) Dependency reports.

(3) Stranger danger investigations.

(B) The PCSA shall complete the "Safety Assessment" regarding the family of the alleged child victim/child subject of the report. For the purpose of completion of the "Safety Assessment," family includes all of the following individuals, as applicable:

(1) Alleged child victim/child subject of the report.

(2) Siblings of the alleged child victim/child subject of the report, including step or half siblings residing in the home.

(3) Parent(s), guardian, or custodian of the alleged child victim/child subject of the report.

(4) Paramour of the custodial parent, guardian, or custodian who is residing in the home.

(5) Children of the paramour residing in the home.

(6) Other children residing in the home of whom the parent, guardian, or custodian has custody or guardianship.

(7) A related or unrelated adult residing in the home who has routine responsibility for the care of the alleged child victim/child subject of the report and his/her siblings.

(C) The PCSA shall document the assessment of safety threats, past history, child vulnerability, and family protective capacities on the "Safety Assessment" to determine the safety response.

(D) The PCSA shall, at a minimum, conduct a face-to-face interview with each alleged child victim/child subject of the report and at least one parent, guardian, or custodian or a caretaker having routine responsibility for the care of the alleged child victim/child subject of the report within the first four working days from the date the report was screened in as a child abuse, neglect, or dependency report to assess the safety of the child and record it on the "Safety Assessment."

(E) If an order of shared parenting has been issued and there has not been a residential parent designated by the court, the PCSA shall complete the an assessment of safety with each alleged child victim/child subject of the report and at least the parent or caretaker having routine responsibility in the home of the parent who has physical care of the alleged child victim/child subject of the report at the time the incident occurred within the first four working days from the date the report was screened in as a child abuse, neglect, or dependency report to assess the safety of the child to be recorded on the "Safety Assessment."

(F) The PCSA shall record the "Safety Assessment" in SACWIS within ten working days from the date the report was screened in as a child abuse, neglect, or dependency report. The PCSA is to approve the "Safety Assessment" within two working days from the date of submission in SACWIS.

(G) If the PCSA has attempted to make face-to-face contact with the alleged child victim/child subject of the report and at a minimum one parent, guardian, or custodian and one or more of the parties was unavailable, the PCSA shall attempt at least one additional face-to-face contact within the first four working days from the date that the referral was screened in as a report, in order to complete an assessment of safety pursuant to paragraph (D) of this rule.

(H) If the PCSA has attempted to make face-to-face contact pursuant to paragraphs (D) and (G) of this rule with the alleged child victim/child subject of the report and his or her parent, guardian, or custodian or caretaker having routine responsibility for the care of the alleged child victim/child subject of the report and they are unavailable, the PCSA is to do all of the following:

(1) Create and approve a request to extend the completion time frame prior to the expiration of the fourth working day time frame from the date the report was screened in as a child abuse, neglect, or dependency report pursuant to rule 5101:2-36-11 of the Administrative Code.

(2) Document the reasons for the extension request.

(3) Continue making attempts of face-to-face contact pursuant to rule 5101:2-36-03, 5101:2-36-05, or 5101:2-36-09 of the Administrative Code, as applicable.

(4) Complete the "Safety Assessment" in SACWIS within three working days after face-to-face contact is made with each alleged child victim/child subject of the report and the parent, guardian, or custodian or caretaker having routine responsibility for the care of the alleged child victim/child subject of the report.

(I) If additional child abuse, neglect, and/or dependency reports are screened in for assessment/investigation after acceptance of a child abuse, neglect, and/or dependency report and prior to the completion of the initial "Safety Assessment," the PCSA shall do one of the following:

(1) Complete the assessment of safety concerning all reports within four working days from the date the initial report was screened in for assessment/investigation and record the "Safety Assessment" in SACWIS within ten working days. The PCSA is to approve the "Safety Assessment" within two working days from the date of submission in SACWIS.

(2) Complete an assessment of safety for each report screened in for assessment/investigation within four working days from the date each report was screened in respectively and record the "Safety Assessment(s)" in SACWIS within ten working days. The PCSA is to approve the "Safety Assessment" within two working days from the date of submission in SACWIS.

(J) The completion of one "Safety Assessment" shall be permitted if a request for an extension has been approved and a subsequent report has been received prior to the PCSA successfully completing the required face-to-face contacts for the assessment of safety.

Supplemental Information

Authorized By: 2151.421, 5153.16, 5153.166
Amplifies: 2151.421, 5153.16
Five Year Review Date: 7/5/2025
Prior Effective Dates: 3/1/2006, 3/1/2014
Rule 5101:2-37-02 | PCSA requirements for completing the safety plan.
 

(A) The public children services agency (PCSA) shall immediately develop and implement a JFS 01409 "Comprehensive Assessment Planning Model - I.S., Safety Plan for Children" if the PCSA determines a child is in immediate danger of serious harm due to an active safety threat.

(B) If, after the assessment of safety, described in rule 5101:2-37-01 of the Administrative Code the safety response is to implement an in-home safety plan or an out-of-home safety plan, the PCSA shall develop a safety plan utilizing the JFS 01409.

(C) The PCSA and the parent, guardian, or custodian shall mutually:

(1) Identify the action steps to control the active safety threats.

(2) Identify each individual or community resource responsible for conducting an action step specified on the safety plan.

(3) Agree to the participation of that individual or community resource on the safety plan.

(D) To implement a safety plan utilizing the JFS 01409, the PCSA shall do one of the following:

(1) Obtain signatures on the JFS 01409 from the custodial parent, legal guardian, or legal custodian and all persons responsible for a safety plan action step indicating their willingness to participate in the safety plan.

(2) If an order of shared parenting has been issued, and there has not been a residential parent designated by the court, the PCSA shall obtain agreement and signatures on the JFS 01409 of both parents.

(3) If a custodial parent, legal guardian, or legal custodian or person responsible for an action step is not present to sign the JFS 01409, the safety plan may be implemented with a verbal authorization. The PCSA shall document the date and time the verbal authorization was received.

(E) If verbal authorization is obtained the PCSA shall attempt to obtain the signature(s) on the JFS 01409 within five working days from receipt of the verbal authorization.

(1) All attempts to obtain the signature(s) and any reasons why the signature(s) cannot be obtained are to be documented in the case record.

(2) If attempts to obtain the signature(s) were unsuccessful, an extension to obtain the signature(s) may be granted when the following apply:

(a) The custodial parent, legal guardian, or legal custodian who provided verbal authorization is absent and is not interfering with the agreed upon safety plan activities.

(b) The responsible party is following the safety plan and controlling the active safety threat(s) to the child.

(3) Upon contact with the custodial parent, legal guardian, or legal custodian the signature is to be obtained.

(F) The PCSA shall waive the signature requirement of the custodial parent, legal guardian, or legal custodian outlined in paragraph (D) of this rule who is unable or unavailable to sign the safety plan if the PCSA has obtained one signature from another custodial parent, legal guardian, or legal custodian pursuant to rule 5101:2-36-11 of the Administrative Code. The reason(s) why the signature cannot be obtained shall be documented in the case record.

(G) The PCSA shall monitor safety plans by assessing safety to ensure the action steps are controlling the identified safety threats. Monitoring the plan requires the following:

(1) For an in-home safety plan, the PCSA shall conduct weekly home visits. During the home visits, the PCSA shall make face-to-face contact with each child identified on the safety plan and each parent, guardian, or custodian residing in the home. During the visit an assessment of the active safety threat(s) is to be completed.

(2) For an out-of-home safety plan, the PCSA shall have weekly contact with the children or persons responsible for an action step The PCSA shall have face-to-face contact with each child and responsible party involved every other week. During the visit an assessment of the active safety threat(s) is to be completed.

(H) The PCSA is to implement alternative safety interventions when any of the following applies:

(1) An active safety threat is not controlled.

(2) A parent, guardian or custodian or responsible person is unwilling to sign the JFS 01409.

(3) The parent, guardian or custodian or responsible person is not cooperating or willing to follow the action steps according to the JFS 01409.

(4) The PCSA has not been able to complete the required monitoring contacts despite concerted efforts being made pursuant to paragraph (G) of this rule and the following occurs:

(a) Face-to-face contact has not been made on an in-home safety plan for two weeks with each child identified on the safety plan and each parent, guardian, or custodian residing in the home.

(b) Face-to-face contact has not been made on an out-of-home safety plan for four weeks with each child identified on the safety plan.

(I) If the PCSA determines a safety threat is no longer active or is being controlled through the family's protective capacities and the child is no longer in immediate danger of serious harm, the JFS 01409 shall be discontinued. The PCSA shall notify the parent, guardian, or custodian and each responsible party in writing within two working days of the discontinuation of the JFS 01409.

(J) If the JFS 01409 is modified, the signature of all participants on the modified JFS 01409 prior to its implementation shall serve as notification.

(K) The PCSA shall not close a case if a JFS 01409 is active.

(L) The PCSA shall record the JFS 01409 in SACWIS within five working days from the date the first signature is obtained.

(M) If after the assessment of safety, the safety response is to implement a legally authorized out-of-home placement, the PCSA shall contact law enforcement and/or remove the child pursuant to rule 5101:2-39-01 of the Administrative Code. Completion of the JFS 01409 is not required for a legally authorized out-of-home placement safety response.

Supplemental Information

Authorized By: 2151.421, 5153.16, 5153.166
Amplifies: 2151.421, 5153.16
Five Year Review Date: 7/5/2025
Rule 5101:2-37-03 | PCSA requirements for completing the family assessment.
 

(A) The public children services agency (PCSA) shall complete the "Family Assessment" in the statewide automated child welfare information system (SACWIS) for both of the following reports:

(1) Intra-familial child abuse and neglect reports assigned to alternative or traditional response pathway, including third party.

(2) Dependency reports.

(B) The PCSA shall complete the "Family Assessment" on all cases transferred for ongoing PCSA services prior to completion of the case plan pursuant to rule 5101:2-38-01 or 5101:2-38-05 of the Administrative Code, except for the following family in need of services reports:

(1) Deserted child.

(2) Emancipated youth.

(3) Permanent surrender.

(4) Interstate compact on placement of children.

(C) The PCSA shall complete the"Family Assessment" regarding the family of the alleged child victim/child subject of the report. Family includes all of the following individuals, as applicable:

(1) Alleged child victim/child subject of the report.

(2) Siblings of the alleged child victim/child subject of the report, including step or half siblings residing in the home.

(3) Parent, guardian, custodian or caretaker residing in the home of the alleged child victim/child subject of the report.

(4) Paramour of the custodial parent, guardian, custodian or caretaker residing in the home.

(5) Children of the paramour residing in the home.

(6) Other children residing in the home of whom the parent, guardian, custodian or caretaker has custody or guardianship.

(7) A related or unrelated adult residing in the home having routine responsibility for care of the alleged child victim/child subject of the report and siblings.

(8) An individual having regular contact with the alleged child victim/child subject of the report who may contribute to the risk of maltreatment to the child based upon their behaviors and interactions with the child or family.

(D) If an order of shared parenting has been issued and there has not been a residential parent designated by the court, the PCSA shall complete the "Family Assessment" on the family members residing with the custodian who has physical care of the alleged child victim/child subject of the report at the time the incident occurred.

(E) For all reports involving an infant identified as affected by legal or illegal substance abuse or withdrawal symptoms resulting from prenatal or postnatal substance exposure as defined in rule 5101:2-1-01 of the Administrative Code the PCSA is to document at case closure in the "Family Assessment" the plan of safe care as prescribed in paragraph (S) of rule 5101:2-36-03 of the Administrative Code.

(F) The PCSA shall complete the "Family Assessment" no later than forty-five days from the date the PCSA screened in the report. The PCSA may extend the time frame by a maximum of fifteen days if information needed to complete the "Family Assessment" cannot be obtained within forty-five days and the reasons are documented in the case record pursuant to rule 5101:2-36-11 of the Administrative Code.

Supplemental Information

Authorized By: 2151.421, 5153.16, 5153.166
Amplifies: 2151.421, 5153.16
Five Year Review Date: 7/5/2025
Prior Effective Dates: 2/1/1982, 3/1/2014
Rule 5101:2-37-04 | PCSA requirements for completing the reunification assessment.
 

(A) The public children services agency (PCSA) shall complete the "Comprehensive Assessment Planning Model - I.S., Reunification Assessment" in the statewide automated child welfare information system (SACWIS) to support and document the PCSA's assessment of the family's reunification readiness if the child has been placed out of the home through either a voluntary out-of-home safety plan or a legally authorized out-of-home placement for thirty days or more, regardless of the circumstances precipitating the child's placement out of the home or who holds custody of the child.

(B) The PCSA shall complete the "Reunification Assessment" prior to the reunification of a child to his removal home if the child has been out of said home for thirty days or more. This applies to both voluntary out-of-home safety plans and legally authorized out-of-home placement.

(C) The PCSA shall complete the "Reunification Assessment" to support and document the PCSA's assessment of the family's reunification readiness.

(D) The PCSA shall complete the "Reunification Assessment" regardless of circumstances precipitating the child's placement out of the home or who or what entity holds custody of the child.

Supplemental Information

Authorized By: 5153.16, 5153.166
Amplifies: 5153.16
Five Year Review Date: 7/5/2025
Prior Effective Dates: 3/1/2014