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Annual Progress and Services Report 2015

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Annual Progress and Services Report 2015 ANNUAL PROGRESS AND SERVICES REPORT Office of Families and Children June 30, 2015 Table of Contents I. General Information 1 II. Update on Assessment of Performance 14 III. Update to the Plan for Improvement and Progress Made to Improve Outcomes 139 IV. Update on Service Description 245 V. Program Support 260 VI. Consultation and Coordination between States and Tribes 261 VII. Monthly Caseworker Visit Formula Grants 267 VIII. Adoption and Legal Guardianship Incentive Payments 271 IX. Child Welfare Waiver Demonstration Activities 272 X. Quality Assurance System 276 XI. Child Abuse Prevention and Treatment Act (CAPTA) State Plan Requirements and 281 Update XII. Chaffee Foster Care Independence Program (CFCIP) 282 XIII. Updates to Targeted Plans 303 XIV. Statistical and Supporting Information 304 XV. Financial Information 311 Appendices Appendix A: CFSP Workgroup & Subcommittee Membership Appendix B: Health Care Oversight and Coordination Plan Update Appendix B1: Key Driver Diagram – Minds Matter Appendix B2: Psychotropic Medication Toolkit for Public Children Services Agencies Appendix C: Foster and Adoptive Diligent Recruitment Plan Update Appendix D: Update to Ohio’s 2015-2019 Staff Development and Training Plan Appendix E: Child Abuse Prevention and Treatment Act (CAPTA) State Plan Requirements and Update Appendix E1: CAPTA State Plan Supporting Documentation Appendix F: Payment Limitations Appendix G: CFS-101 Forms Appendix H: Updated Goals, Objectives, Benchmarks & Measures of Progress Matrix Appendix I: Safe Schools, Healthy Students State Management Team Needs Assessment and Environmental Scan I. General Information _____________________________________________________________________ _ Ohio Department of Job and Family Services The Ohio Department of Job and Family Services (ODJFS) supervises county offices, located throughout the state, that provide an array of vital safety net services to Ohioans in need.1 Programs ODJFS supervises include: cash and food assistance; publicly funded child care; child support; unemployment compensation; several workforce job-training programs; adult protective services; and child welfare services. ODJFS information systems support Ohio’s service delivery system. Information systems include the: County Finance Information System (CFIS); CRIS-E; Child Support Web Portal; Child Care Information Data System (CCIDS); Employer Resource Information Center (ERIC); ODJFS Benefits; OhioHereToHelp.com; OhioMeansJobs; and Statewide Automated Child Welfare Information System (SACWIS). ODJFS, under the provisions contained in the Ohio Revised Code (ORC), is authorized to: Act as the single state agency to administer federal payments for foster care and adoption assistance made pursuant to Title IV-E. (ORC 5101.141) Administer funds received under Title IV-B of the "Social Security Act," 81 Stat. 821 (1967), 42 U.S.C.A. 620, as amended, and the "Child Abuse Prevention and Treatment Act," 88 Stat. 4 (1974), 42 U.S.C.A. 5101, as amended. (ORC 5103.07) Administer the provisions of social services funded through grants made under Title XX along with the departments of mental health and developmental disabilities. (ORC 5101.46) Oversee the Interstate Compact on the Placement of Children. (ORC 5103.233) Distribute funds to counties for a part of the counties’ costs for children services. (ORC 5101.14) Establish and maintain a uniform statewide automated child welfare information system. (ORC 5101.13) Fund the Ohio Child Welfare Training Program. (ORC 5103.32) Administer Title IV-A programs. (ORC 5101.80, 5107.03) Adopt rules governing the management of institutions or associations for children, except for facilities under the control of the Department of Youth Services. (ORC 5103.03) Adopt rules governing the certification/licensure of family foster homes, medically fragile foster homes, treatment foster homes, group homes, Children’s Residential Centers, and Crisis Care Facilities. Issue certificates and licenses to family foster homes, medically fragile foster homes, treatment foster homes, group homes, Children’s Residential Centers, and Crisis Care Facilities once compliance with all requirements has been achieved. Administer and coordinate federal and state funding for publically funded child care. (ORC 5104.30) Adopt rules governing the operations of child day-care centers, part time centers, drop-in centers, and school child centers, type A and Type B homes. (ORC 5104). 1 Ohio Department of Job and Family Services Annual Report SFY 2014 1 Office of Families and Children (OFC) Within ODJFS, the Office of Families and Children (OFC) is the designated work unit responsible for state level administration and oversight of the following children and adult services programs: Adult Protection Adoption Child Abuse and Neglect Prevention Child Protection Child Welfare and Adult Protection Funding Child Welfare and Adult Protection Training Programs Foster and Kinship Care Intersystem and Judicial Collaboration Licensing of foster care homes, group homes, and children’s residential facilities Transitional Youth Continuous Quality Improvement OFC is under the direction of a deputy director; the office is comprised of five bureaus and one statutorily established board. The following information provides a synopsis of each bureau’s area of responsibility. Bureau of Automated Systems The Bureau of Automated Systems develops and maintains the Statewide Automated Child Welfare Information System (SACWIS). SACWIS serves as Ohio’s child welfare system of record. Available 24 hours a day, 7 days a week, SACWIS is a web-based system used by more than 7,000 individuals (mostly child welfare caseworkers). The system contains historical and current child abuse/neglect information and flags safety hazards to alert caseworkers in their daily assessment/investigation activities. SACWIS also initiates: (1) monthly adoption subsidy payments for over 18,000 adopted children; (2) monthly reimbursement payments for Title IV-E foster case maintenance; and (3) monthly reimbursement payments for foster care training. The bureau is also responsible for: (1) generating and transmitting monthly Medicaid eligibility information to the Medicaid Information Technology System (MITS) for approximately 28,000 children; (2) maintaining and responding to requests generated through the SACWIS and OFC Help Desks; (3) responding to ongoing data requests; and (4) transmitting federally mandated reports (Adoption Foster Care Analysis Reporting, Child and Family Services Review Performance Measures, National Child Abuse Neglect Data Systems, National Youth Transition Data). Bureau of Child and Adult Protection The Bureau of Child and Adult Protection develops policy and Ohio Administrative Code (OAC) rules that govern the operation of programs serving Ohio’s children and families or elderly adults. This includes policies, procedures and programs for: (1) Children’s Protective Services, including Differential Response; (2) substitute care services (adoption, foster care and kinship care, permanency, licensing); and (3) Adult Protective Services. The bureau oversees statewide implementation of Ohio’s Differential 2 Response System and manages targeted services for older youth in substitute care (Transitional Youth) through co-coordinating ODJFS’ Connecting the Dots program. The Bureau also maintains and responds to requests generated through Ohio’s Central Registry, Putative Father Registry, and the Adoption Assessor Registry. Oversight and administration of the Interstate Compact for the Placement of Children (ICPC), the Ohio Child Welfare Training Program (OCWTP), the Ohio Human Services Training System (OHSTS), and Ohio’s University Partnership Program also fall within the bureau’s responsibilities. Bureau of Child and Adult Technical Assistance The Bureau of Child and Adult Technical Assistance administers all foster care licensing functions. These include: (1) initial certification and recertification for foster homes, adoption homes, and agency functions for 8,000 foster homes and 255 public and private agencies; (2) conducting complaint and illegal operation investigations; (3) initiating enforcement actions; and (4) managing RAPBACK (Retained Applicant Fingerprint Database Information Exchange) for any foster caregiver and adult household member who is subject to a criminal records check. Additionally, the Bureau oversees the quality assurance system, Child Protection Oversight and Evaluation (CPOE). CPOE is designed to improve services and outcomes for families and children. CPOE monitoring activities occur on a 24 month cycle, resulting in each PCSA being reviewed every two years. PCSA strengths and opportunities for improvement are supported through the provision of technical assistance by ODJFS staff. Measurement of PCSA practice is based upon agency-specific data gathered from SACWIS and on-site case reviews. Throughout the process, ODJFS and the PCSA engage in systematic and focused problem-solving by analyzing data to determine achievement of outcomes. After a PCSA review is completed, there are two follow-up reviews. The first occurs five months after the review with an agency self-assessment. The second occurs ten months after the review and involves an on-site record review. This Bureau also conducts bi-annual reviews of compliance with the Multiethnic Placement Act. This review involves PCSAs and their private contract agencies that provide foster care and adoption services. In state fiscal year 2016,
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