Ohio Administrative Code › Title 5101:2 - Division of Social Services › Chapter 5101:2-33 - Administrative Requirements › Section 5101:2-33-70 - Ohio statewide automated child welfare information system (SACWIS) access

Current through all regulations passed and filed through July 1, 2024
(A) The Ohio
			 statewide automated child welfare information system (SACWIS) shall be
			 established and maintained in accordance with the requirements of
			 42 U.S.C.
			 674(a)(3)(C) (2008). Access
			 to and use of data in Ohio SACWIS shall be
			 limited to the extent necessary to carry out the child welfare program under
			 Title IV-B of the Social Security Act of 1967,
			 P.L.
			 109-288, 120 Stat. 1244 (2006), the Child Abuse
			 Prevention and Treatment Act, 110 Stat. 3064 (1996),
			 42 U.S.C.
			 5101, Title IV-E of the Social Security Act
			 of 1967, 110 Stat. 2166 (1996),
			 42
			 U.S.C. 670, and Title XX of the Social
			 Security Act, 124 Stat. 803 (2010),
			 42 U.S.C.
			 1397.
(B) The data in Ohio SACWIS is confidential and access to any child
			 welfare information shall be pursuant to this rule or section
			 5101.132
			 of the Revised Code.
(C) The data
			 in Ohio SACWIS is confidential and release of any
			 child welfare information shall be pursuant to rule
			 5101:2-33-21
			 of the Administrative Code and sections
			 5101.13
			 to
			 5101.134
			 of the Revised Code.
(D) Personnel
			 having access to Ohio SACWIS shall be limited to
			 those persons who have been trained in the confidentiality requirements of
			 Ohio SACWIS, who are informed of all penalties,
			 who have been trained in security procedures, and who have signed the JFS 07078
			 "Code of Responsibility."
(E) In addition to the
			 criminal penalty provision listed in section
			 5101.99 of the Revised
			 Code, the public children services agencies
			 (PCSA) shall have administrative penalties,
			 up to and including dismissal from employment, for unauthorized access to or
			 disclosure or use of data in Ohio
			 SACWIS.
(F) The PCSA shall
			 enter applicable child welfare information required in this rule and/ or by
			 federal or state statute, regulation, or rule directly into
			 Ohio SACWIS. Failure to enter such child welfare
			 information may result in sanctions in accordance with section
			 5101.24
			 of the Revised Code or withholding of state and/or federal funding.
(G)
			 Each PCSA shall enter children services data into Ohio SACWIS including, but not limited to:
(1) Information listed in rule
			 5101:2-33-23
			 of the Administrative Code.
(2)
			 Intake and assessment/investigation including assessment tools.
(3) 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. Case notes or dictation 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 included in case notes or
			 dictation shall be identified as such.
(4) Case status information.
(5) Case plan, case review(s), court
			 information and services, including 
									documentation of verbal, written, or electronic
			 referrals and the provision of services on behalf of children and families
			 served by the PCSA.
(6) A summary
			 of reports received from service providers, including oral, written or
			 electronic summaries, and the dates when services were received.
(7) Custody and placement
			 information.
(8) Adoption
			 information including recruitment activities, pre-adoptive staffing, or
			 matching conference information.
(9) Provider record including homestudies,
			 recruitment plans and events.
(10)
			 Child welfare related agency administrative and training activities.
(11) Financial eligibility and
			 re-determinations, record reimbursement and actual cost information, and
			 financial information to support accounts payable to counties and
			 providers.
(12) Exchange data with
			 support enforcement tracking system (SETS), medicaid information technology
			 system (MITS), and client registry information system-enhanced (CRIS-E) to
			 determine eligibility and the central accounting system (CAS), auditor of state
			 (AOS) to disburse payments, Ohio benefits worker portal (OBWP) and any
			 federally mandated exchange.
(13)
			 Data as required by section 479 of the Social Security Act of 1967
			 (42 U.S.C.
			 679) (2014); 45 C.F.R. parts 1355 (2012),
			 1356 (2012), and 1357 (2001) for the adoption and foster care analysis and
			 reporting system (AFCARS); national child abuse and neglect data system
			 (NCANDS); child and family services reviews (CFSR); child protection and
			 oversight evaluation (CPOE) system; national youth transition database (NYTD)
			 and Multiethnic Placement Act, Oct. 20, 1994,
			 P.L.
			 103-382, as amended by section 1808 of the Small
			 Business Job Protection Act of 1996, Aug. 20, 1996,
			 P.L.
			 104-188 (MEPA), and the Civil Rights Act of 1964
			 (Title VI).
(14) Any other data
			 identified by the department as necessary to reflect current case activities
			 including, but not limited to, case, services, person, placement resource or
			 licensing information, financial information or agency status.