Ohio's Families and Children Rule Review Site

5101:2-37-03 PCSA requirements for completing the family assessment.

This rule is no longer open for comment. However, here you can view an archived, read-only version of the rule and any associated comments.

Please note: Rule 5101:2-37-03 is being proposed for amendment due to five year rule review.

(A) The public children services agency (PCSA) shall complete the JFS 01400 "Comprehensive Assessment Planning Model - I.S., Family Assessment" (rev. 7/2006) for both of the following reports:

(1) Intra-familial child abuse and neglect reports, including third party.

(2) Dependency reports.

(B) If the report identified in paragraph (A) of this rule is linked to a case currently receiving ongoing protective services from the PCSA, the PCSA shall complete the JFS 01402 "Comprehensive Assessment Planning Model - I.S., Ongoing Case Assessment/Investigation" (rev. 7/2006).

(C) The PCSA shall complete the JFS 01400 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.

(D) The PCSA shall complete the JFS 01419 "Comprehensive Assessment Planning Model - I.S., Alternative Response Family Assessment" (rev. 7/2008) for intrafamilial abuse or neglect reports assigned to the alternative response pathway.

(E) If the report identified in paragraph (D) of this rule is linked to a case currently receiving ongoing protective services from the PCSA through the alternative response pathway, the PCSA shall complete the JFS 01423 "Comprehensive Assessment Planning Model - I.S., Alternative Response Ongoing Case Assessment" (rev. 7/2008).

(F) The PCSA shall complete the JFS 01400, 01402, 01419, or 01423 regarding the family of the alleged child victim/child subject of the report. For the purpose of completing the JFS 01400, 01402, 01419, or 01423 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.

(G) 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 JFS 1400, 01402, 01419, or 01423 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.

(H) The PCSA shall complete the JFS 01400, 01402, 01419, or 01423 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 JFS 01400, 01402, 01419, or 01423 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.

(I) The PCSA shall complete and maintain the JFS 01400, 01402, 01419, or 01423 and the documentation to extend the time frame, if applicable, in the case record.

Effective: 03/01/2014
R.C. 119.032 review dates: 11/21/2013 and 03/01/2019
Promulgated Under: 119.03
Statutory Authority: 2151.421, 5153.16
Rule Amplifies: 2151.421, 5153.16
Prior Effective Dates: 2/1/82, 10/1/82, 1/1/87, 1/1/88, 3/15/88, 1/1/90, 10/1/95, 6/1/96, 6/1/97, 4/1/01, 3/1/06, 10/01/09
5I Agree1I Disagree
(I) The PCSA shall complete and maintain the JFS 01400, 01402, 01419, or 01...
Lorain County
02-01-2019 (8:57am)
• Several issues of great impact to children services are not addressed in Chapter 37 rules and assessments and should be included: 1) the requirements of CARA and the development of plans of safe care---should be incorporated into the Safety Assessment, Safety Plan, and Family Assessment; and 2) human trafficking --- the Safety Assessment and Family Assessment should be modified to ensure that all individuals (children and adults) are assessed for potential human trafficking involvement, pursuant to recognized best practice standards.
Show related text
In regards to: (I) The PCSA shall complete and maintain the JFS 01400, 01402, 01419, or 01423 and the documentation to extend the time frame, if applicable, in the case record.
7I Agree0I Disagree
(A) The public children services agency (PCSA) shall complete the JFS 01400...
Trumbull County
02-01-2019 (11:08am)
These pre-clearance comments are being submitted by Trumbull County Children Services (TCCS). If the goal is to provide a framework that supports thoughtful, timely, and quality assessments, in addition to revising these rules, the related assessment tools and SACWIS must also be revised. These components are an interdependent and cannot be isolated from each other. Consequently, TCCS’ comments include rule specific and thematic recommendations for each of these components. While the rule specific recommendations are linked to the individual sections of each rule, the thematic recommendations can be grouped as follows: CAPMIS Evaluation: The CAPMIS Evaluation was commissioned by ODJFS and conducted by a research team from the University of Cincinnati. The goal of this evaluation is to provide guidance for the revision of the CAPMIS tool-kit. This evaluation included a detailed analysis of three of the four assessment rules (the Safety Assessment, Safety Plan, and the Family Assessment) that are currently in pre-clearance. TCCS supports the thoughtful incorporation of the CAMPIS Evaluation recommendations into the revision of these rules. Visitation: TCCS shares ODJFS and our federal partners’ concerns regarding assessment/ investigation home visits. While TCCS endorses the idea that more home visits should be made than are currently the norm, because cases are not one-size-fits-all, we do not believe mandating a specific number of visits is the answer. Rather, TCCS hopes to collaboratively work with ODJFS to develop a regulatory framework that assures that an appropriate number of visits are made on each individual case. CARA & Human Trafficking: The Safety Assessment, Safety Plan, and Family Assessment rules and tools must be revised to address the requirements of the Comprehensive Addiction and Recovery Act (CARA) of 2016; the development of Plans of Safe Care for all CARA infants; and to ensure that all individuals (children and adults) are assessed for potential human trafficking involvement, pursuant to recognized best practice standards. Discretion: It is our understanding that HHS only requires that states assure timely and quality assessments. Beyond that, states have discretion to set specific requirements and mandates such as timelines, the tools to be used, and so on. Is this correct? If it is, given Ohio’s county administered structure, these rules must be redesigned to maximize county autonomy, discretion, and decision making. If it is not, we ask that ODJFS please provide the federal law, rule, or guidance that drives these rules and the content of these assessments. SACWIS: The shortcomings of Ohio’s SACWIS system are well documented. As repeatedly noted in the CAPMIS Evaluation, and in the recommendations of the CFSR PIP Workgroup, SACWIS enhancements could substantially improve rule compliance and the quality of these assessment processes. Because workers are spending too much at their desks, and not enough time in the field, steps must also be taken to simplify, streamline, and eliminate redundant data entry requirements. While we acknowledge that these enhancements will be expensive, if the goal is to improve the quality of assessments that are being completed, it is money that must be spent. And if it is well spent, like it was with the recent changes that were made to the SACWIS Screening/ Intake functionality, ODJFS, the PCSAs, and the children and families that we collective serve, will all benefit.
Show related text
In regards to: (A) The public children services agency (PCSA) shall complete the JFS 01400 "Comprehensive Assessment Planning Model - I.S., Family Assessment" (rev. 7/2006) for both of the following reports:
4I Agree0I Disagree
(F) The PCSA shall complete the JFS 01400, 01402, 01419, or 01423 regarding...
Trumbull County
02-01-2019 (11:10am)
In 2015, when the visitation rules were last up for review, the PCSAO Rules Review Committee recommended modifications to Family Assessment, the Case Review, and the SAR to address the federal visitation requirements. After talking about this issue on-and-off for almost four years, and serving as a CFSR county, TCCS still support the Committee’s recommendations. The Committee proposed the use of the CAPMIS Family Assessment tool JFS 01400, as it was designed, to review safety, harm and risk for youth. This assessment process already requires the individuals listed in the ODJFS proposed changes to be involved in the assessment. The committee recommended that during the completion of the Family Assessment a determination be made as to what parties are necessary to be involved in case planning and thus require monthly visits. This would include adults and youth identified as compromising the safety of the children in the home or stability in family functioning. To ensure that there is continued review of the necessary parties to involve in case planning, the Committee also recommended that the parties will be re-assessed at the Case Review and at the SAR. Consequently, in addition to this rule, revisions would also have to be made to 5101:2-38-09, PCSA requirements for completing the case review, and 5101:2-38-10, Requirements for completing the semiannual administrative review. To help conceptualize their proposal, the PCSAO Rule Review Committee developed draft rule language for this rule, 5101:2-38-09, and 5101:2-38-10, which would still be available upon request. These proposed changes would ensure that there will be a review every 90 day and that parties will be added to the Case Plan based on risk and safety; and provide clear expectations for regular, ongoing assessment of parties to the case plan and result in strengthened visitation compliance as well. Allowing Ohio to comply with federal expectations regarding assessment, case planning and visitation by using these existing assessments and reviews to assure safety while making every family visit meaningful.
Show related text
In regards to: (F) The PCSA shall complete the JFS 01400, 01402, 01419, or 01423 regarding the family of the alleged child victim/child subject of the report. For the purpose of completing the JFS 01400, 01402, 01419, or 01423 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. (G) 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 JFS 1400, 01402, 01419, or 01423 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. (H) The PCSA shall complete the JFS 01400, 01402, 01419, or 01423 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 JFS 01400, 01402, 01419, or 01423 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
4I Agree0I Disagree
(F) The PCSA shall complete the JFS 01400, 01402, 01419, or 01423 regarding...
Trumbull County
02-01-2019 (11:12am)
As per the CAPMIS Evaluation, the risk assessment could be enhanced by differentiating indicators of risk from correlates of risk. The six indicators of risk would be existing risk assessment items that require some clinical judgment and the correlates of risk would be an enhanced subset of three items, one of which could be auto-completed by SACWIS. Some existing risk assessment items could even be dropped.
Show related text
In regards to: (F) The PCSA shall complete the JFS 01400, 01402, 01419, or 01423 regarding the family of the alleged child victim/child subject of the report. For the purpose of completing the JFS 01400, 01402, 01419, or 01423 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.
4I Agree0I Disagree
he PCSA may extend the time frame by a maximum of fifteen days if informati...
Trumbull County
02-01-2019 (11:14am)
The current Family Assessment extension process is cumbersome and is nothing more than a “procedural hoop” that staff must jump through to ensure rule compliance. It should be sufficient to have staff explain and justify why the completion of the process was delayed when they are completing the tool, no matter when that is.
Show related text
In regards to: he PCSA may extend the time frame by a maximum of fifteen days if information needed to complete the JFS 01400, 01402, 01419, or 01423 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.
5I Agree0I Disagree
(F) The PCSA shall complete the JFS 01400, 01402, 01419, or 01423 regarding...
Trumbull County
02-01-2019 (11:15am)
The Family Assessment process and tool should be modified to address the requirements of the Comprehensive Addiction and Recovery Act (CARA) of 2016, and the development of Plans of Safe Care (POSC) for all CARA infants. As the Family Assessment is currently constructed, the required POSC elements are splintered and scattered throughout the tool. This makes it difficult, if not impossible, to document the existence of a POSC on cases being closed at the Assessment/Investigation level; provide the family and/or treatment providers with a copy of the POSC; and monitor the POSC, which is a requirement of the federal CARA legislation.
Show related text
In regards to: (F) The PCSA shall complete the JFS 01400, 01402, 01419, or 01423 regarding the family of the alleged child victim/child subject of the report. For the purpose of completing the JFS 01400, 01402, 01419, or 01423 family includes all of the following individuals, as applicable:
5I Agree0I Disagree
(F) The PCSA shall complete the JFS 01400, 01402, 01419, or 01423 regarding...
Trumbull County
02-01-2019 (11:16am)
The Family Assessment tool and process should be modified to ensure that every individual (child and adult) is assessed for potential human trafficking involvement pursuant to recognized best practice standards.
Show related text
In regards to: (F) The PCSA shall complete the JFS 01400, 01402, 01419, or 01423 regarding the family of the alleged child victim/child subject of the report. For the purpose of completing the JFS 01400, 01402, 01419, or 01423 family includes all of the following individuals, as applicable:
4I Agree0I Disagree
(F) The PCSA shall complete the JFS 01400, 01402, 01419, or 01423 regarding...
Trumbull County
02-01-2019 (11:18am)
As recommended in the CAPMIS Evaluation, when completing the Family Assessment caseworkers should be required to provide over-ride justifications.
Show related text
In regards to: (F) The PCSA shall complete the JFS 01400, 01402, 01419, or 01423 regarding the family of the alleged child victim/child subject of the report. For the purpose of completing the JFS 01400, 01402, 01419, or 01423 family includes all of the following individuals, as applicable
4I Agree0I Disagree
(I) The PCSA shall complete and maintain the JFS 01400, 01402, 01419, or 01...
Trumbull County
02-01-2019 (11:19am)
The requirement that the PCSA shall maintain a copy of the Family Assessment in the case record is antiquated and should be removed from the rule.
Show related text
In regards to: (I) The PCSA shall complete and maintain the JFS 01400, 01402, 01419, or 01423 and the documentation to extend the time frame, if applicable, in the case record.
0I Agree0I Disagree
(F) The PCSA shall complete the JFS 01400, 01402, 01419, or 01423 regarding...
Bhumika Patel
02-01-2019 (5:08pm)
The Family Assessment tool and process should be modified to ensure that every individual (child and adult) is assessed for potential human trafficking involvement pursuant to recognized best practice standards. Because of the hidden and misunderstood nature of human trafficking, many cases of human trafficking are not identified as such when a referral is made to children services, and indicators of human trafficking often do not present until an investigation is underway. Most of human trafficking do not self-identify due to factors such as complex trauma, traumatic bonding, and normalization of victimization, and additionally, victims frequently distrust authority figures and may not disclose due to intimidation and threats by their traffickers. Including human trafficking into the Family Assessment tool and process will allow ODJFS to better understand the impact of human trafficking on children and families in Ohio.
Show related text
In regards to: (F) The PCSA shall complete the JFS 01400, 01402, 01419, or 01423 regarding the family of the alleged child victim/child subject of the report. For the purpose of completing the JFS 01400, 01402, 01419, or 01423 family includes all of the following individuals, as applicable: