Chapter 5101:2-40 | Supportive Services

Rule 5101:2-40-02 | Supportive services.

• Effective: April 1, 2024
• Promulgated Under: 119.03

(A) Supportive services are services provided or arranged to protect, strengthen, or assist children and families or caretakers. The primary goals of all supportive services are:

(1) To protect the health, safety, and welfare of children and youth.

(2) To respect and support the integrity of the child's family unit.

(3) To maintain the child in the home with their family or caretaker.

(4) To reunify the child with their parent, guardian, custodian, or caretaker when removed from their home or utilize concurrent planning to attain permanency in the event reunification is unable to be achieved.

(5) To assist a child who has attained the age of fourteen in the custody of a public children services agency (PCSA) or private child placing agency (PCPA) to prepare them for the transition from agency custody to self- sufficiency.

(B) Supportive services will be made available by the PCSA to the child, their parent, guardian, custodian, or caretaker through one or more of the following:

(1) Information and referral services to community resources.

(2) Prevention services from the PCSA or Title IV-E agency in collaboration with community service providers pursuant to rule 5101:2-40-05 of the Administrative Code.

(3) Direct services from the PCSA.

(4) Contract services from community service providers.

(5) Compact services from community service providers.

(6) Direct and indirect services from child abuse and neglect multidisciplinary teams.

(7) Direct and indirect services through the county family and children first council or the county "Help Me Grow" provider.

(C) Supportive services will be available if one or more of the following exists:

(1) The child, their parent, guardian, custodian, or caretaker requests services, and the PCSA determines the services are necessary.

(2) The assessment of safety and risk, case decision, or other information obtained during the assessment/investigation indicates the need for the services.

(3) The PCSA receives an order of protective supervision.

(4) The child is placed in substitute care.

(5) The ongoing assessment of safety and risk indicates the need for services.

(6) The period immediately following reunification of the child, as needed.

(D) If one or more of the conditions listed in paragraph (C) of this rule exist, the "Family Case Plan" or "Prevention Services Plan", will be prepared in accordance with rule 5101:2-38-01, 5101:2-38-05, 5101:2-38-07, 5101:2-40-05, or 5101:2-38-20 of the Administrative Code.

(E) The PCSA will refer a child who is the subject of a report and is not at risk of imminent harm, to a community organization or voluntary preventive services.

(F) The PCSA may consider contacting the county department of job and family services (CDJFS) to determine if any services or assistance can be provided to families coming to the PCSA's attention including but not limited to prevention, retention, and contingency (PRC) services.

(G) Each PCSA participating in the regionalization of supportive services will identify regionalized services, and the other counties involved in the regionalization of services.

(H) At the conclusion of a diagnostic service, the PCSA is to request a written report from the service provider to include information indicating the progress the parent, guardian, custodian, or caretaker and child have made to resolve areas identified in the provider's service or treatment plan. Upon receipt of the report, it is to be maintained in the case record.

(I) At a minimum of once every three months and at the conclusion of any services or treatment, the PCSA is to request written or verbal reports from all service providers to include information indicating the progress the parent, guardian, custodian, or caretaker and child have made to resolve areas identified in the provider's service or treatment plan. Upon receipt of the report, it is to be maintained in the case record. If the report is not written, the service provider's identity, the date of the verbal report, and the content of the verbal report is to be documented in the Ohio statewide automated child welfare information system (SACWIS).

(J) The PCSA is to document the following in the Ohio SACWIS:

(1) Supportive services offered and/or provided.

(2) Supportive services planned, but not provided, and the reason the services were not provided.

(K) Services made available by the PCSA can be paid for through utilization of the following funding sources, if appropriate:

(1) Title IV-B funds.

(2) Title IV-E funds.

(3) Title XX funds, through the CDJFS.

(4) State child protection allocation.

(5) Temporary assistance for needy families (TANF) funds, through the CDJFS.

(6) TANF independent living funds, through the Ohio department of job and family services (ODJFS).

(7) Chafee funds.

(8) Local funds.

(L) Utilization of the funding sources outlined in paragraph (K) of this rule are to be governed by the respective guidelines of each funding source.

Last updated April 3, 2024 at 1:47 PM

Supplemental Information

Authorized By: 2151.412, 2151.421, 5153.166
Amplifies: 2151.412, 5153.16, 2151.421
Five Year Review Date: 4/1/2029
Prior Effective Dates: 1/1/1987, 12/15/1996 (Emer.), 6/17/1999, 6/25/2004, 3/1/2006, 6/1/2019

Rule 5101:2-40-04 | Kinship permanency incentive (KPI) program.

• Effective: August 5, 2023
• Promulgated Under: 119.03

(A) The KPI program is designed to promote a permanent commitment by a kinship caregiver(s) through becoming guardians and custodians over minor children who would otherwise be unsafe or at risk of harm if they remained in their own homes. KPI provides up to eight incentive payments to families caring for their kin.

(B) The following definitions are applicable to this rule and supersede any conflicting definitions contained in rule 5101:2-1-01 of the Administrative Code.

(1) "Custodian" has the same meaning as in section 5107.02 of the Revised Code, which is an individual who has legal custody of a minor child or comparable status over a minor child created by a court of competent jurisdiction in another state.

(2) "Family" means a kinship caregiver, spouse of the kinship caregiver, and all of the minor children for whom the kinship caregiver and spouse of the kinship caregiver are responsible, and who reside in the same household.

(3) "Fraudulent incentive" means incentive funds provided to the kinship caregiver(s) as a result of fraud by the kinship caregiver(s), including an intentional violation of the program requirements. Fraudulent incentive does not include incentive payments provided due to an error of the agency in processing the application.

(4) "Gross income" means income of the family as defined in paragraph (B)(2) of this rule before taxes and deductions.

(5) "Guardian" has the same meaning as in section 5107.02 of the Revised Code, which is an individual that is granted authority by a probate court or a court of competent jurisdiction in another state, to exercise parental rights over a minor child to the extent provided in the court's order and subject to residual parental rights of the minor child's parents.

(6) "Kinship caregiver" has the same meaning as in section 5101.85 of the Revised Code, which is any of the following who is eighteen years of age or older and is caring for a child in place of the child's parents.

(a) Individuals related by blood or adoption to the child including:

(i) Grandparents, including grandparents with the prefix "great," "great-great," or "great-great-great."

(ii) Siblings.

(iii) Aunts, uncles, nephews, and nieces, including such relatives with the prefix "great," "great-great," "grand," or "great-grand."

(iv) First cousins and first cousins once removed.

(b) Stepparents and stepsiblings of the child.

(c) Spouses and former spouses of individuals named in paragraphs (B)(6)(a)(i) to (B)(6)(a)(iv) and (B)(6)(b) of this rule.

(d) A legal guardian of the child.

(e) A legal custodian of the child.

(f) Any nonrelative adult that has a familiar and long-standing relationship or bond with the child or the family, which relationship or bond will ensure the child's social ties.

(7) "Minor child" has the same meaning as in 45 C.F.R. 260.30 (2003), which is either of the following:

(a) An individual who has not attained age eighteen.

(b) An individual who has not attained age nineteen and is a full-time student in a secondary school or in the equivalent level of vocational or technical training.

(C) Eligible kinship caregiver(s) shall receive an initial incentive payment and may receive subsequent payments at six-month intervals to support the stability of the child's placement in the home.

(1) The maximum incentive amount may not exceed eight payments per child per kinship caregiver(s).

(2) Individuals who were approved for their sixth incentive payment prior to March 17, 2014 are not eligible for additional incentive payments.

(3) Individuals who submitted their sixth application to the public children services agency (PCSA) on or after March 17, 2014 may be eligible for additional incentive payments.

(4) Individuals who have not received their sixth incentive payment may be eligible for additional incentive payments.

(D) For each state fiscal year (SFY), the Ohio department of job and family services (ODJFS) shall determine the initial and subsequent payment amounts. At the beginning of each SFY, ODJFS shall provide notice to the PCSAs identifying the initial and subsequent payment amounts for that SFY.

(E) The PCSA shall determine the kinship caregiver(s) eligible for KPI when all of the following criteria are met:

(1) On July 1, 2005 or thereafter, a court issued an order granting legal custody or guardianship to the kinship caregiver(s). A temporary court order is not sufficient to meet this requirement.

(2) The minor child resides with the kinship caregiver(s). If the child is on temporary leave from the kinship caregiver's home (e.g., hospitalization, mental health treatment or respite) and the kinship caregiver retains legal custody or guardianship this shall not preclude eligibility for KPI.

(3) The kinship caregiver(s) is a resident of the state of Ohio.

(4) The gross income of the kinship caregiver's family does not exceed three hundred per cent of the federal poverty guidelines.

(5) The placement has been assessed and approved by the PCSA or private child placing agency (PCPA).

(a) For children placed by the PCSA or PCPA, the placement was assessed and approved pursuant to paragraphs (B) to (I) of rule 5101:2-42-18 of the Administrative Code.

(b) For children placed directly with a kinship caregiver by a court or relative, the PCSA shall assess the home in accordance with the requirements identified in paragraphs (B) and (D) to (I) of rule 5101:2-42-18 of the Administrative Code prior to the approval of KPI.

(F) A kinship caregiver who is receiving kinship guardianship assistance program (KGAP) payments for a child is not eligible to receive KPI for the same child.

(G) The kinship caregiver(s) shall apply for the KPI program by submitting the following to the PCSA in the county in which the caregiver resides:

(1) The JFS 01501 "Application for Kinship Permanency Incentive."

(2) Verification that the caregiver has obtained legal custody or guardianship on or after July 1, 2005.

(3) Verification of included income. Exclusions of reported income are as follows and shall not be included in the income calculation for eligibility:

(a) Child support paid out to another custodian for a child in the other custodian's care. The total amount of child support paid out shall be deducted from the gross income.

(b) Up to one hundred dollars per month per child of any child support received on behalf of the child(ren) for whom the kinship caregiver is applying for the KPI program.

(c) Any Ohio works first (OWF) payments.

(d) Any income of minor children, including employment income and social security benefits paid to a child.

(e) Supplemental security income (SSI) payments and social security disability income (SSDI) payments.

(f) Adoption subsidy payments and foster care reimbursements.

(g) Ohio adoption grant program payments received for an adopted child.

(h) KGAP payments received for another child.

(H) When the kinship caregiver(s) submits an application for re-determination, the PCSA shall review the eligibility requirements in paragraphs (E)(1) to (E)(4) of this rule with the kinship caregiver(s) to ensure the requirements continue to be met by the kinship caregiver's family.

(I) At the time of the kinship caregiver's initial application or re-determination, the PCSA in the county in which the kinship caregiver(s) resides shall:

(1) Provide the kinship caregiver(s) with the JFS 01501 upon request.

(2) Determine eligibility for the initial incentive payment.

(3) Notify the kinship caregiver(s) of the approval, denial or incomplete application in accordance with paragraphs (J) and (K) of this rule.

(4) Inform the kinship caregiver(s) that subsequent payments require re-determination of eligibility every six months and that the kinship caregiver(s) must submit another application.

(5) Notify the kinship caregiver(s) at least thirty, but not more than sixty, calendar days prior to the eligibility for a subsequent incentive payment that the kinship caregiver(s) must submit a JFS 01501 and verifying documentation to enable the PCSA to determine eligibility.

(6) Determine continuing eligibility for subsequent incentive payments as long as the kinship caregiver(s) resides in that county.

(7) Notify the kinship caregiver(s) of the approval, denial or incomplete application for subsequent incentive payments in accordance with paragraphs (J) and (K) of this rule.

(J) The PCSA shall approve or deny the application for KPI based on criteria identified in paragraphs (E)(1) to (E)(5) of this rule and provide notification on the "Notice of Approval for Kinship Permanency Incentive Funds" or the "Notice of Denial for Kinship Permanency Incentive Funds" reports generated from the Ohio statewide automated child welfare information system (SACWIS) to the kinship caregiver(s) of its decision within fifteen business days of receipt of the completed JFS 01501, supporting documentation, and the results of the background checks.

(K) When sufficient information is not available to enable the PCSA to approve or deny the application for incentive payments, the PCSA shall provide the kinship caregiver(s) with notification on the "Notice of Incomplete Kinship Permanency Incentive Application" generated from Ohio SACWIS that identifies the information needed and informs the kinship caregiver(s) that if information requested is not submitted within ten calendar days the application will be denied. This shall not prohibit the kinship caregiver(s) from reapplying.

(L) If a kinship caregiver(s) relocates to another Ohio county, the PCSA in the new county of residence is responsible for determining eligibility for subsequent incentive payments. When known, the PCSA in the county in which the kinship caregiver(s) currently resides shall coordinate with the PCSA in the county of former residence in order to secure information regarding prior incentive payments. The PCSA in the county in which the kinship caregiver(s) formerly resided shall share information regarding prior incentive payments and upon request, transfer the case to the PCSA of the kinship caregiver's new county of residence.

(M) When a PCSA conducts and approves a home assessment in accordance with rule 5101:2-42-18 of the Administrative Code for a child's placement with a relative or nonrelative substitute caregiver residing in another county, the PCSA in the county of residence may use the approved home assessment to support KPI program eligibility.

(N) The PCSA may develop an interagency agreement with the county department of job and family services (CDJFS) to assist in gathering eligibility information necessary for the PCSA to approve or deny the application.

(O) If a director of a PCSA determines that a kinship caregiver(s) has received a fraudulent incentive, the kinship caregiver(s) shall be ineligible to participate in the KPI program for any child. The PCSA that determines that a kinship caregiver(s) has received a fraudulent incentive shall indicate this in Ohio SACWIS.

(P) The PCSA shall enter applications and incentive payments into Ohio SACWIS.

(Q) In order to confine KPI expenditures to appropriated state funds, the director of the department of job and family services, or designee, may issue an order at any time suspending the intake of any applications for KPI. During a program suspension, all applicants will be advised that a suspension is in effect. All applications will be denied during the same time that a suspension is in effect. No waiting lists will be established during the periods of suspension.

(R) The PCSA shall inform the kinship caregiver(s) of the right to request a state hearing and provide the kinship caregiver(s) with a copy of the JFS 04059 "Explanation of State Hearing Procedures" upon approval or denial of their application. The kinship caregiver(s) has the right to request a state hearing if the PCSA denies eligibility for KPI, or the application has been acted upon erroneously, or not acted upon with reasonable promptness.

Last updated August 7, 2023 at 8:55 AM

Supplemental Information

Authorized By: 5101.801,5101.802
Amplifies: 5101.801,5101.802
Five Year Review Date: 8/5/2028
Prior Effective Dates: 1/1/2006, 8/21/2009 (Emer.), 7/1/2011 (Emer.), 9/29/2011, 5/4/2014, 9/1/2017, 2/1/2022, 4/7/2023 (Emer.)

Rule 5101:2-40-05 | PCSA requirements for providing family first prevention services.

• Effective: April 1, 2021
• Promulgated Under: 119.03

(A) The public children services agency (PCSA) may provide family first prevention services to candidates for prevention services who have a screened in report by the PCSA through a "Prevention Services Plan" or "Family Case Plan," informed by the use of an assessment of safety and an assessment of risk.

(B) The PCSA is to complete an assessment of safety and an assessment of risk for candidates for prevention services to determine the following:

(1) The protective capacities of the parent, guardian, or custodian.

(2) The vulnerabilities of each child in the home.

(3) If an active safety threat is present.

(4) The presenting risk contributors of the family.

(5) The service needs of the family.

(6) The type of service plan to best match the family's needs.

(C) The PCSA may initiate prevention services prior to the completion of the "Family Assessment."

(D) The PCSA may provide prevention services by designating a case category in SACWIS of "Prevention Services" and developing a "Prevention Services Plan" or by designating a case category in SACWIS of "Ongoing" and developing a "Family Case Plan." Case category selection should be informed by the assessment of safety and risk in accordance with the following:

(1) The PCSA is to select the "Ongoing" case category and follow the requirements set forth in rule 5101:2-38-01, 5101:2-38-05, or 5101:2-38-20 of the Administrative Code if:

(a) The family has an active "Safety Plan."

(b) The family has an active "Family Case Plan."

(2) The PCSA may select the "Prevention Services" case category for cases in which paragraph (D)(1) of this rule does not apply.

(E) The PCSA is to complete and implement the "Prevention Services Plan" for cases assigned to the "Prevention Services" case category no later than thirty days from the completion of the "Comprehensive Assessment Planning Model - I.S., Family Assessment" ("Family Assessment") in accordance with the following:

(1) Include at least one evidence based practice service delivered by a "Center of Excellence" selected service provider.

(2) Obtain agreement on the "Prevention Services Plan"; obtain signatures from the child's parent, guardian, or custodian; and provide each with a copy of the "Prevention Services Plan" within seven days of the agreement.

(F) The PCSA is to have at least one face to face contact with each parent, guardian, or custodian and child involved in the "Prevention Services Plan" every other month in the child's home. During contact the PCSA is to:

(1) Assess child safety;

(2) Review the "Prevention Services Plan";

(3) Obtain the family's perception and experiences with the service provider;

(4) Determine if there are any desired changes to the service plan.

(G) The PCSA is to have minimum monthly contact with each service provider involved in the "Prevention Services Plan." If more frequent contact is required by the evidence based practice those standards should be followed and fidelity to the model will be monitored by the "Center of Excellence." During monthly contact the PCSA is to obtain:

(1) Actions and activities completed by the provider and the family;

(2) Desired service outcomes and progress of the family;

(3) Presenting concerns regarding child safety within the family;

(4) Changes to the provider's service plan delivery.

(H) The PCSA is to review the progress of the "Prevention Services Plan" no later than every ninety days after the completion date of the "Family Assessment" by completing the "Prevention Plan Review." The "Prevention Plan Review" is to contain a summary of the service provider contacts and family contacts.

(I) The PCSA is to complete the "Comprehensive Assessment and Planning Model - I.S., Semiannual Administrative Review (SAR)" no later than every one hundred eighty days from completion of the "Family Assessment." The PCSA will invite parties to the "Prevention Services Plan" and provide a copy pursuant to rule 5101:2-38-10 of the Administrative Code.

(J) If the PCSA determines a child to be in immediate danger of serious harm during the provision of prevention services, the PCSA is to follow procedures outlined in rule 5101:2-37-02 of the Administrative Code.

(K) The PCSA is to transfer a "Prevention Services Plan" under the "Prevention Services" case category in SACWIS to a "Family Case Plan" under the "Ongoing" case category in SACWIS if the following occurs during the provision of prevention services:

(1) An assessment of safety or risk identifies the need for services better suited for a family through a "Family Case Plan" under the "Ongoing" case category in SACWIS pursuant to rule 5101:2-38-01, 5101:2-38-05 or 5101:2-38-20 of the Administrative Code.

(2) A "Safety Plan" is implemented pursuant to rule 5101:2-37-02 of the Administrative Code.

(3) The family requests to be served through a "Family Case Plan" under the "Ongoing" case category in SACWIS.

(L) The PCSA is to update the "Prevention Services Plan" and obtain signatures from the child's parent, guardian, or custodian; and provide each with a copy of the plan within seven days of the agreement if there is a change in the following:

(1) Services.

(2) Participants.

(3) Service provider.

(M) If the child's parent, guardian, or custodian no longer agree on the "Prevention Services Plan," the PCSA is to assess the safety and risk and determine one of the following:

(1) Discontinue all services and close the case.

(2) Offer voluntary services through the "Family Case Plan" under the "Ongoing" case category in SACWIS if safe and appropriate.

(3) File a complaint with the court pursuant to section 2151.27 of the Revised Code if the child is an abused, neglected, or dependent child and intervention of the court is needed for the child's protection.

(N) The PCSA is to complete the following to close a prevention services case:

(1) Complete a "Prevention Plan Review" within thirty days of closure;

(2) Notify the participants and service providers of the intent to close the prevention services case and terminate the "Prevention Services Plan" in writing; and

(3) Terminate the "Prevention Services" case category in SACWIS.

(O) The PCSA is to record and maintain all documentation in SACWIS.

Last updated April 8, 2021 at 1:24 PM

Supplemental Information

Authorized By: 2151.412, 2151.421, 5153.166
Amplifies: 2151.412, 5153.16, 2151.421, 2151.429, 5103.03
Five Year Review Date: 4/1/2026

Rule 5101:2-40-10 | The Ohio kinship and adoption navigator (OhioKAN) program.

• Effective: October 1, 2020
• Promulgated Under: 119.03

(A) The Ohio kinship and adoption navigator program (OhioKAN) is a program designed to provide a resource for kinship and post-adoptive families to assist them in learning about, finding, and using programs and services to meet the needs of the children and youth they are raising as well as the needs of the caregivers. The OhioKAN program is to provide information and referral services and assistance obtaining support services including, but not limited to:

(1) Publicly funded child care;

(2) Respite care services, as defined in rule 5101:2-1-01 of the Administrative Code;

(3) Training related to caring for special needs children; and

(4) Legal services.

(B) The following definitions are applicable to this rule and supersede any conflicting definitions contained in rule 5101:2-1-01 of the Administrative Code:

(1) "Adoptive parent" means a person who has adopted a person legally available for adoption.

(2) "Child" means any person under eighteen years of age or under nineteen years of age and who is a full-time student in a secondary school or in the equivalent level of vocational or technical training, or a person with a mental or physical disability who is under twenty-one years of age.

(3) "Formal kinship caregiver" means a kinship caregiver who:

(a) Has been licensed by the state of Ohio as a foster caregiver;

(b) Has been assessed and approved as a relative or nonrelative substitute caregiver by a public children services agency (PCSA) or private child placing agency (PCPA) in accordance with rule 5101:2-42-18 of the Administrative Code; or

(c) Is caring for a child who is residing in the home on a safety plan as defined in rule 5101:2-1-01 of the Administrative Code.

(4) "Informal kinship caregiver" means a private caregiver arrangement made between the parent and kinship caregiver where no child welfare agency is involved. Informal kinship caregivers may include caregivers who have temporary or legal custody or guardianship, caregivers who have a power of attorney or caretaker authorization affidavit, and caregivers of a child whose parent(s) retain legal custody of the child.

(5) "Kinship caregiver" has the same meaning as in section 5101.85 of the Revised Code, which is any of the following who is eighteen years of age or older and is caring for a child in place of the child's parents:

(a) Individuals related by blood or adoption to the child including:

(i) Grandparents, including grandparents with the prefix "great", "great-great", or "great-great-great";

(ii) Siblings;

(iii) Aunts, uncles, nephews, and nieces, including such relatives with the prefix "great", "great-great", "grand", or "great-grand"; and

(iv) First cousins and first cousins once removed.

(b) Stepparents and stepsiblings of the child.

(c) Spouses and former spouses of individuals named in paragraphs (B)(5)(a)(i) to (B)(5)(a)(iv) and (B)(5)(b) of this rule.

(d) A legal guardian of the child.

(e) A legal custodian of the child.

(f) Any nonrelative adult that has a familiar and long-standing relationship or bond with the child or family, which relationship or bond will ensure the child's social ties.

(6) "Kinship family" means the kinship caregiver(s) and kinship child(ren) residing in the same home.

(7) "Navigator" means an OhioKAN representative assigned to provide information and referral services, and additional services as determined necessary, to eligible kinship and adoptive families in Ohio.

(8) "Post-adoptive family" means the adoptive parent(s) and adopted child(ren) residing in the same home.

(C) Any kinship caregiver or kinship family, including formal and informal, or adoptive parent, or post-adoptive family may be eligible to receive services from the OhioKAN program, except when a biological parent with legal custody who has primary caregiving responsibilities for the child, and who is not a "child" pursuant to the definition in paragraph (B)(2) of this rule resides in the home.

(D) A kinship or post-adoptive family may be referred to the OhioKAN program by any entity, agency, or organization who identifies that the family may benefit from services.

(E) A kinship caregiver or adoptive parent may request services directly from the OhioKAN program by contacting an OhioKAN representative, by completing a web inquiry on the website at www.OhioKAN.jfs.ohio.gov, or by calling OhioKAN at 1-844-OhioKAN (1-844-644-6526).

(F) Upon inquiry by a kinship caregiver or adoptive parent, or upon referral by another entity, the OhioKAN representative who receives the inquiry or referral is to:

(1) Contact the kinship caregiver or adoptive parent, collect intake information, and enter it into the statewide automated child welfare information system (SACWIS.)

(2) Complete an initial screening to determine the reason for the inquiry.

(3) Provide immediate intervention and flag for follow-up when the kinship caregiver or adoptive parent indicates that the child is at risk of self-harm or of harming others, or that there is an imminent risk of disruption of the kinship or adoptive child.

(4) Complete a brief needs assessment, in accordance with the OhioKAN procedure manual, to identify additional needs and resources.

(G) When the completion of the brief needs assessment indicates that the kinship caregiver or adoptive parent needs information and referral services, the OhioKAN navigator or representative is to:

(1) Provide the appropriate information and referral to the kinship caregiver or adoptive parent; and

(2) Follow up with the kinship caregiver or adoptive parent to determine if the needs have been met.

(H) When the completion of the brief needs assessment indicates that the kinship caregiver or adoptive parent has needs that are urgent or complex, the OhioKAN navigator may complete a comprehensive needs assessment with the kinship caregiver or adoptive parent in accordance with the OhioKAN procedure manual.

(I) Following the identification of the family's needs and resources, the OhioKAN navigator may complete an initial support plan with the kinship caregiver or adoptive parent.

(J) When a support plan is completed, it is to address the following:

(1) The identified needs of the kinship family or post-adoptive family.

(2) The minimum contact the OhioKAN navigator will have with the kinship or post-adoptive family.

(3) The referrals and the services that will be provided to the kinship family or post-adoptive family.

(K) The navigator is to review the support plan within the time frames identified in the OhioKAN procedure manual to ensure that the appropriate services are being provided and to identify additional needs. Reviews may be conducted during face-to-face visits or phone contacts. The reviews may be conducted as desk reviews depending on the circumstances of the case and the family's involvement with other agencies.

(L) The OhioKAN service episode is to be closed in SACWIS when:

(1) A review of the services provided, in accordance with the OhioKAN procedure manual, indicates that the family's needs have been met;

(2) The kinship caregiver, kinship family, adoptive parent, or post-adoptive family is no longer eligible;

(3) The kinship caregiver or adoptive parent requests closure of the service episode; or

(4) The kinship caregiver or adoptive parent is not participating in the service episode.

(M) The kinship caregiver or adoptive parent should actively participate in the OhioKAN program by:

(1) Providing OhioKAN with documentation or verification that is requested to facilitate eligibility or service provision;

(2) Providing OhioKAN with any change in contact information or residence;

(3) Participating in the development of the support plan and follow up reviews;

(4) Providing OhioKAN with any information that might affect their eligibility, including, but not limited to, changes in household composition, placement of eligible children, or emergent issues that may affect service provision.

(N) The OhioKAN navigator responsibilities include, but are not limited to:

(1) Reviewing the inquiry and completing the screening and assessment documents;

(2) Completing the support plan and reviewing and updating it as required;

(3) Providing services and referrals that are necessary or required;

(4) Documenting all contact and service activities in SACWIS;

(5) Reporting any suspected child abuse or neglect to the local public children services agency; and

(6) Conducting minimum contact requirements with the kinship caregiver, adoptive parent, kinship family, or post-adoptive family as specified in the OhioKAN procedure manual.

(O) Recipients and potential recipients of OhioKAN program services have a right to file a complaint with the OhioKAN program. The complaint review process includes the following components:

(1) Complaints may be submitted verbally or in writing and should include the following information:

(a) The name and contact information of the individual making the complaint;

(b) The name of all individuals involved in the complaint; and

(c) The circumstances surrounding the complaint.

(2) Complaints should be addressed first at the site level with the site supervisor and an OhioKAN regional coach. If the individual who submitted the complaint is dissatisfied with the proposed resolution of the complaint, the complaint is to be elevated to the next administrative level.

(3) All complaints are to be reviewed within thirty calendar days from the date of the submission of the complaint. Upon the conclusion of the review, the OhioKAN representative reviewing the complaint is to provide the resolution in writing to the individual who submitted the complaint.

(4) All complaints and resolutions are to be communicated to the appropriate OhioKAN regional director.

(P) The OhioKAN program will operate to the extent that general revenue funds have been appropriated by the general assembly for that purpose.

Supplemental Information

Authorized By: 5101.855
Amplifies: 5101.851, 5101.853, 5101.854
Five Year Review Date: 10/1/2025