Welcome to the Butler County Department
of Job and Family Services Frequently Asked Questions (FAQs). In
this page you will find answers to commonly asked questions regarding
our agency, programs, and policies. The FAQs are arranged alphabetically
by topic. Just below the name of the topic you will find quick links
to each topic's FAQs. Simply click on a question and you will be
directed to its answer.
you do not find the answer to your question in the information
provided, you may contact us
with your question and one of our staff members will respond.
for Assistance/Your Right to Apply
Links (click on
the question to be directed to the answer)
type of programs/services exist?
The Butler County Department of
Job and Family Services (BCDJFS) develops and oversees programs
that help people. These programs include help with:
agencies manage these programs in each county. These agencies
the local county Department of Job and Family Services (DJFS).
Some people call it the welfare department.
local county Public Children Services Agency (PCSA). Some people
call it the children services board.
local county Child Support Enforcement Agency (CSEA).
some counties, the PCSA or CSEA is part of the DJFS. The phone
numbers and addresses for these agencies are in the phone book
under "Government Offices - County."
You have the right to apply for help from these county agencies.
The local county agency will decide, based on the law, what help
you can get. It will arrange for the services or other help you
The local county agency uses federal and state laws to see if
you can get help. To learn more, ask your county agency for ODHS
booklet 8033 - A Program Guide.
What kind of help can I get?
The help you can get from local county agencies includes:
Ohio Works First. Ohio Works First replaces:
to Dependent Children (ADC) and Temporary Assistance for
Needy Families (TANF).
Health care coverage:
Start (Children & Pregnant Women)
Medicaid (Pregnant Women)
Disability Assistance (DA)
Child care services
Learning, Earning and Parenting (LEAP)
Refugee Resettlement, including help with cash, health care
and social services
Related Services (PRS)
Title IV-E services are offered by Children
Services. For more information please refer to the Children
Services web site.
You can apply for many of these programs at the local DJFS.
You may also apply for Health Start or Expedited Medicaid at:
Application for Women, Infants and Children (WIC) clinics
Investment Act (WIA)
application can also be sent to you by request when you contact
the Medicaid Consumer Hotline at 1-800-324-8680 or TDD at 1-800-292-3572.
How do I apply for help?
To get help, you need to apply at the local county agency.
You can pick up an application form at the agency or have the
agency mail it to you. The type of form you get depends on what
kind of help you apply for.
Fill out as much of the form as you possibly can. If you need
to, you can have a friend or relative help you fill out the form.
A caseworker at the local county agency can also help you fill
Be sure to sign and date the form. Signing the form means you
are giving true and correct information as best as you know.
Return the form to the local county agency in person or by mail
as soon as you can. If you can, turn it in the day you get it.
Often, the starting date for help will be the same as the day
you turn in your form.
What if I need help with applying for services?
You may need someone to be your authorized representative. An
authorized representative is a person who can apply for some kinds
of help for you. He or she can also act for you.
You can name your husband or wife as your authorized representative.
You can name a relative or friend you trust. You can also name
a lawyer or a hospital social worker, but you don't have to.
Your authorized representative must be 18 years old or older.
You must name him or her in writing. Include what duties you want
your authorized representative to take care of for you.
You can change your authorized representative at any time.
are walk-in hours?
We open at 7:00am and close at 5:00pm. You can see a case worker
if you have your paperwork completed and time-stamped before 11:00am.
If you come in after 11:00am you will be given an appointment
letter to return on a different day.
do I need to bring?
Below is a list of items to bring with you for some of our most
common/requested forms of assistance.
apply for Medical only for Families or just children you will
need to fill out an 1138 application, which is also the application
for Childcare. No face-to-face appointment is required. You will
need to provide:
Your last 4 weeks of income
out the affidavit provided in the 1138 for each child
license or ID for adults
apply for Cash, Food Assistance or Medical (if an adult is applying
for coverage without a child) you will need to fill out a 7200
application. You will need to provide:
Proof of rent(mortgage) & utilities
If you live with someone you will need to provide a statement
with totals, address, phone number and signature
If you have a car you will need to provide a title or registration
If you have a bank account you will need to provide your most
Last 4 weeks of income , such as pay stubs, child support, workers
comp, unemployment or letter from employer
Original birth certificates
license or ID
happens after I turn in my form?
After you turn in your form, you will usually need to have a face-to-face
interview at the local agency.
The agency may give you an interview the same day you bring in
your form. Or, the agency may give you a time to come back. If
you return your form by mail, the agency will tell you when to
come in for your interview.
The agency must schedule your interview within five working days
after the day you turn in your form.
If you are ONLY applying for Healthy Start or
Expedited Medicaid, you don't need a face-to-face interview.
You can bring other people, such as your authorized representative,
to the interview. If you can't come to the agency, your authorized
representative can come to the interview for you. Or your caseworker
may be able to come to your home for the interview.
During your interview, your caseworker will tell you if you need
to bring in any items to get help. For example, you may need to
bring in a birth certificate or proof of your address. Your caseworker
will tell you about the help you are trying to get. He or she
will also tell you what you must do to get help.
For example, if you get Ohio Works First, usually you may be required
to participate in a job program and cooperate with child support
If you get or try to get any help, you must tell the agency about
any changes that might affect your case. Report your changes within
10 calendar days. Some examples of changes are:
change of address.
change in income, including getting or losing a job.
moving into or out of your home.
child becoming 18 years old.
or stolen checks, food stamps, health cards or ID cards.
happens to the information I bring in?
The information you give your county agency is private.
The local agency or ODHS may check the information you give. For
example, the local agency might use your Social Security number
and contact other agencies or people. This is done:
to make sure your information is correct.
make sure you qualify for help
You might get help you should not get:
if you don't tell the truth about yourself.
you don't tell about changes that affect your case. Report your
changes within 10 calendar days.
you get help you should not have gotten:
you might have to pay it back.
might be charged with fraud.
might be fined or sent to prison.
might be stopped from getting help in the future.
learn more, ask your caseworker for ODHS brochure 8100 - Ohio
is Cracking Down on Welfare Fraud.
What happens after I apply?
After you apply for help, the local agency will see if you can
get help. You may need to give the agency more information before
it can decide.
If the agency asks you for more information, try to bring it in
right away. The agency needs the information before it can help
you. If you don't give the local agency the information it needs,
it can't help you. If you have trouble getting the information,
ask the agency for help.
The agency must decide if you can get help within a certain amount
of time. The amount of time depends on the kind of help you get.
If you can get help, you will get a medical card a few days after
you turn in:
signed and dated application form.
the information the agency needed.
Food Assistance, Title XX Social Services, Child Care or Healthy Start
The local county agency must decide within 30 days of the day
you turn in your form.
Emergency Food Assistance
The agency might be able to get food assistance to you within 24 hours
after getting your form:
you or your family have little or no food, or
you or your family have little or no income.
Works First, Medicaid, Disability Assistance (DA) or Refugee Resettlement
The local agency must decide within 45 days of the day you turn
in your form. ODHS might need to decide if you are disable and
can get Medicaid or DA. If so, the agency must tell you within
90 days what ODHS decides.
What do I do if I have a problem or a question?
Any time you have a problem or a question about any help you get,
ask your caseworker. You can also talk to your caseworker's supervisor.
Then, if you still have problems or questions, you can call your
ODHS district office. Find the phone number for your county's
district office below.
Canton District Office, 1-800-686-1569 or 330-438-0601
TDD/TTY 330-438-0691 (if you have a hearing or speech problem)
Serves these counties: Athens, Belmont, Carroll, Columbiana, Coshocton,
Guernsey, Harrison, Hocking, Holmes, Jefferson, Meigs, Monroe,
Morgan, Muskingum, Noble, Perry, Stark, Tuscarawas, Washington
Cincinnati District Office, 1-800-686-1571 or 513-852-3143
TDD/TTY 513-621-8005 (if you have a hearing or speech problem)
Serves these counties: Butler, Champaign, Clark, Clermont, Clinton,
Darke, Greene, Hamilton, Miami, Montgomery, Preble, Warren
Cleveland District Office, 1-800-686-1551 or 216-787-5165
TDD/TTY 216-787-3614 (if you have a hearing or speech problem)
Serves these counties: Ashtabula, Cuyahoga, Geauga, Lake, Lorain,
Mahoning, Medina, Portage, Summit, Trumbull, Wayne
Columbus District Office, 1-800-686-1568 or 614-752-9520
TDD/TTY 614-728-8442 (if you have a hearing or speech problem)
Serves these counties: Adams, Brown, Delaware, Fairfield, Fayette,
Franklin, Gallia, Highland, Jackson, Knox, Lawrence, Licking,
Logan, Madison, Meigs, Morrow, Pickaway, Pike, Ross, Scioto, Union,
Toledo District Office, 1-800-686-1572 or 419-245-2494
TDD/TTY 419-245-2773 (if you have a hearing or speech problem)
Serves these counties: Allen, Ashland, Auglaize, Crawford, Defiance,
Erie, Fulton, Hancock, Hardin, Henry, Huron, Knox, Lucas, Marion,
Mercer, Morrow, Ottawa, Paulding, Putnam, Richland, Sandusky,
Seneca, Shelby, Van Wert, Williams, Wood, Wyandot
Links (click on
the question to be directed to the answer)
is Child Care Assistance?
Child care services are provided to children of eligible parents
in order to support their work and training efforts and assist
families toward self-sufficiency. The goal of the child care delivery
system in Butler County is the provision of quality, dependable
child care in homes and centers. The Butler County Department
of Job and Family Services (BCDJFS) determines eligibility for
child care services and assist parents in locating certified homes
or licensed centers.
are child care services provided?
Child care services are provided to children in certified homes
or licensed centers. Providers in certified homes may care for
up to six children. These homes are inspected by staff from the
BCDJFS and certified when all requirements are met. Child care
centers are licensed for certain numbers and age groups of children
by the Ohio Department of Job and Family Services (ODJFS) and
are inspected for compliance with licensing requirements.
can get child care benefits?
Families whose income falls below 185% of the federal poverty
level can receive payment for part of monthly child care expenses
that are provided by a certified or licensed child care provider.
The provider receives payment from the BCDJFS for approved periods
of child care.
needs to be verified?
At the time of application income, household members and employment
information must be verified. Changes in income or employment
status must be reported.
often is eligibility reviewed?
A review of eligibility requirements is conducted every 6 months.
Note: This is only basic information. An accurate determination
of eligibility for child care services requires the completion
of an application process through the local BCDJFS.
Links (click on
the question to be directed to the answer)
DA stands for Disability Assistance. Ohio's Disability Financial
Assistance Program is a safety net for needy individuals who do
not meet all the eligibility requirements necessary to receive
help from other federal and state benefit programs, such as Supplemental
Security Income and Ohio Works First. Eligibility is determined
by county department of job and family services based on Ohio
Administrative Code rules.
Who is eligible?
Eligible individuals include:
who are disabled as determined by the ODJFS County Medical Services
section: or Individuals who were at least 60 years and in receipt
of Disability Financial Assistance in June 2003.
order to receive assistance, the individual or family must meet
all the eligibility requirements including income and resource
is the maximum cash benefit?
Regardless of its' size, a family cannot have resources that exceed
$1000. The maximum cash benefit is $115 per month for one person
and; $159 per month for two people.
What other types of help exist?
Earned Income Tax Credit (EITC): Earned Income
Tax Credit (EITC) is a special tax credit for working people.
A tax credit usually means more money in your pocket. You may
be able to receive this credit if you worked during the year.
To get this credit, you must file your income taxes. You may be
able to get your taxes done for free and receive your refund within
7 to 10 days. Don’t pay to get your taxes filed! To see
if you can get your taxes done at no cost, call 513-362-2860.
Getting EITC won’t change your DA or food assistance.
Links (click on
the question to be directed to the answer)
is protection for the elderly?
The fastest-growing segment of the U.S. population is people age
60 and older. Abuse of elderly people is an important part of
the increase in family violence. Statistics for State of Ohio,
fiscal year 2007, show that more than 46 reports of adult abuse,
neglect or exploitation are received each day.
Like other family violence, elder abuse involves all backgrounds
and cultures. It happens all over Ohio. It is rarely confined
to a single event. The average abused elderly person is:
75 or older
with his or her children or relatives
poor physical or mental health
need to recognize and focus on the problem of elder abuse to solve
it. We need to conduct more studies and use more resources against
it. We need to provide services to both the abused and the abuser.
Who abuses the elderly?
People often hear about elderly abuse in institutions, but only
a small percent of elderly live in institutions.
Most elderly persons live independently. This may be alone, with
a spouse, or with relatives.
Most families don't abandon, abuse, neglect or take advantage
of their elderly relatives. But studies do point to the family
as the single greatest source of elder abuse.
Daughters, sons, grandchildren or other relatives may be abusers.
Physical abusers are usually male.
Psychological abusers are usually 50 or older. These relatives
may have been looking forward to a time of personal freedom. They
instead find themselves supplying almost constant personal and
medical care to an elderly relative.
In many families where abuse happens, conflicts have existed for
years. There may be a pattern of violence in the family. The parent
may have treated the child badly earlier in life. These problems
come to a head when family members move into the same home.
Why does abuse of the elderly happen?
Violence in the family has more than one cause. However, a major
cause is being unable to handle stress. The relative who takes
care of an elderly person may have several sources of stress,
with a job
forced to give up a job or another relationship to take care
of an elderly parent or relative
the care and costs of an elderly person at an age when the caretaker
needs to plan for his or her own retirement
often leads caretakers to misuse alcohol or drugs. Misuse of alcohol
is often a cause of family violence. Drinking can lower a person's
self-control and increase the chance of aggressive and violent
Caretakers are often torn between love and hate, between a sense
of duty and a wish to be free from responsibility. They may feel
guilty for not welcoming elderly relatives into their home with
Old conflicts become worse. Caretakers may complain that elderly
family needs for privacy
caretakers as adults
elderly persons become more dependent on caretakers, the chance
of abuse increases. This abuse may be physical, emotional or financial.
It can include neglect or exploitation.
Poor health can accompany aging and places increasing burdens
on the family. Many elderly can't walk without the aid of another
person or a walker. Some may need a wheelchair. Many need almost
constant care and supervision and can't be left alone. The family
and the caretaker begin to resent the restrictions placed on their
Some age-related diseases and some medicines may change personality.
These changes can make the elderly person hard to care for. Some
to control the family and the caretaker
to take medicine
are the elderly being abused?
Much has been written about abuse of the elderly by strangers.
However, there is a higher chance that family members will:
improper or little care to the elderly
them or keep them in isolation
proper food or medical care
them with nursing home placement
or beat them
their money or property
for their death to preserve an inheritance that will otherwise
need to be spent on their care
the abused elderly tell anyone?
The abused elderly often are not willing to tell anyone about
their situation. They may resign themselves to the abuse due to:
for the abuser
belief that living in an institution is the only other choice
times they do seek help. They may try to tell someone, but may
not be believed. Or they may suffer from a medical condition that
prevents them from understanding or clearly explaining what is
happening to them.
Does anyone else usually know?
Other relatives, friends or neighbors may suspect what is happening.
Some may know what is happening. But they may be afraid to become
involved. Or they may not know how to report the problem.
Do some elderly abuse or neglect themselves?
Ohio statistics show more than half of all reports of elder abuse
involve elderly who abuse or neglect themselves. This often happens
among elderly who live alone.
The elderly person may:
on an improper diet
or be unable to eat
to seek medical care
or be unable to follow the orders of doctors
alcohol or medicines
to die, consciously or subconsciously
persons may keep living alone even though it places them at risk.
They may refuse or be unable to move to the home of a child or
relative or to a nursing home. This presents a problem for family
and friends. It is hard to decide where the rights of the elderly
to choose their own lifestyles end and where the responsibility
of family, friends or community begins. Although adult children
are not currently legally responsible for their parents, most
feel they are morally.
Who is legally responsible for reporting suspected abuse
of the elderly?
Ohio law calls for certain professionals to report any elder abuse
to the county department of human services (CDJFS) immediately.
This includes suspicion of abuse. Here is a listing of these professionals
from Ohio Revised Code (ORC) Section 5101.61:
attorney, physician, osteopath, podiatrist, chiropractor, dentist
employee of a hospital as defined in ORC Section 3701.01
nurse licensed under ORC Chapter 4723
employee of an ambulatory health facility
employee of a home health agency
employee of an adult care facility as defined in ORC Section
employee of a community alternative home as defined in OCR Section
employee of a nursing home, rest home or home for the aging,
as defined in ORC Section 3721.01
any senior service provider
peace officer, coroner, clergyman
employee of a community mental health facility
person engaged in social work or counseling
any of these professionals have reason to believe that an adult
professional must immediately report such belief to the CDJFS.
You don't have to be one of these professionals to report elder
abuse. If you suspect elder abuse, contact your CDJFS. Look in
the phone book for "Human Services Department" under
"Government Offices - County." You can also use the
following link to find your local CDJFS: http://jfs.gov/county/cntydir.stm.
The CDJFS investigates all reports, even if you don't give your
You can report elder abuse by phone, in person, or in writing.
If possible, include:
the name, address and approximate age of the elderly person
name and address of anyone responsible for the elderly person's
reason you suspect abuse, neglect or exploitation
nature and extent of suspected abuse, neglect or exploitation
other information known
you (truthfully) report elder abuse, you are immune from civil
and criminal liability under Ohio law. You are still liable for
perjury or for acting in bad faith or with malicious intent. An
employer can't punish an employee who files a report in any way.
What happens after a report is made?
In Ohio, each county's department of human services is responsible
for receiving and investigating all reports. The CDJFS must begin
24 hours after it gets an emergency report of abuse
three working days in other cases
it finishes the investigation, the CDJFS uses its findings to
decide if the elderly person needs protective services.
What are protective services?
Persons 60 or older need protective services if they are, or are
suspected to be, suffering from abuse, neglect or exploitation.
They must be suffering to an extent that:
their lives are in danger
they receive, or are likely to receive physical harm, mental
pain or mental illness
money is available, protective services can include such services
and casework services
with food, clothing or shelter
day care services
problems of the abused elderly can be medical, social, legal or
a combination of these. A team approach is often the best way
to solve these problems. The CDJFS may supply some services. It
may arrange for community agencies to supply other services.
Protective services workers look at each elderly person's situation
to decide what services to choose. Workers try to choose services
that will improve the situation while giving the elderly person
the most freedom possible. Putting the elderly person in an institution
is usually the choice of last resort.
Professionals and concerned citizens need to work together to
protect elderly at risk and help them and their families.
Frequently Asked Questions regarding food assistance, please click
the following link to be redirected to the Ohio
Department of Job and Family Services Food Assistance Fact Sheet.
Assistance Fact Sheet is available to download in PDF format. Adobe
Acrobat Reader is required to view and print PDF files, which
can be downloaded for free at the Adobe
Links (click on
the question to be directed to the answer)
should my child get Healthchek screening services?
Newborns need regular preventive medical care. Babies should be
examined at birth. After that first screening, visits usually
will be scheduled when shots are needed.
Good medical care will give your child a healthy start in life.
Through Healthchek, babies can get up to eight checkups in their
first two years. They can begin getting shots against such diseases
as polio, whooping cough, measles, rubella (German measles), mumps,
diphtheria and tetanus (lockjaw).
After the second year, it is wise to have your child examined
once a year. Teens also need to visit the doctor once a year for
What happens after the Healthchek screening?
After the Healthchek screening, the doctor will explain the results.
If you do not understand something, feel free to ask the doctor
You can ask for a copy of the medical report. The report can be
used for day care, sports programs, camps or school.
If the doctor finds your child needs more medical care, the doctor
may refer you to a specialist for another checkup or treatment.
What about hearing services?
Your child's hearing will be checked during the Healthchek screening.
If a problem is found, other services are covered. These may include
a more complete exam, as well as hearing aids.
How can I get help with services?
The Butler County Department of Job and Family Services will give
you the help you need to get a Healthchek screening and any follow-up
If you are in a managed care plan (MCP), you can get help from
you need help finding a doctor or dentist, another health care
specialist or an MCP, the BCDJFS HealthChek coordinator can
you do not have a way of getting to your appointments, ask the
BCDJFS HealthChek Coordinator for help with transportation.
Some MCPs may also provide help with transportation.
you need help making your appointments, ask your BCDJFS HealthCheK
Coordinator or MCP to help you.
your child needs a medical service not paid for by Medicaid,
your BCDJFS HealthChek Coordinator or MCP will help you find
the service at the lowest available cost.
Links (click on
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is Healthy Start?
Healthy Start is a type of health insurance that helps low-income
families get health care. It can help pregnant women at any age,
infants, children and teens up to age 19.
This health insurance can help you with medical services you need
at no cost to you. These services include routine medical care,
treatment or hospitalization.
Who can Healthy Start help?
If you are pregnant and your income is low, you may be able to
get Healthy Start. Children under age 19 may also be eligible.
Healthy Start may be able to help you even if you or your husband
work. You may be able to get Healthy Start even if you own a house
or car or have other medical insurance.
What are the income limits?
Income limits for Healthy Start are much higher than they are
for regular Medicaid. Your income limit depends on the size of
your family, including unborn children. To learn more, call your
county department of human services or the Medicaid Consumer hotline
at 1-800-324-8680 (TTY/TDD for hearing impaired 1-800-292-3572).
What health services can pregnant women get?
If you are eligible for Healthy Start you can get all the services
Medicaid covers. These services include:
medical care, such as pregnancy testing and hospital care
pregnancy care before and after your baby is born
services to some pregnant women, such as learning good health
habits and good eating habits
preventative health care to women under age 21 through the Healthchek
when you are sick or injured
and dental care
do I apply?
You can get an application at your county department of human
services or by calling the Medicaid Consumer Hotline at 1-800-324-8680
(TTY/TDD for hearing impaired 1-800-292-3572). Ask to have an
application mailed to you.
You will need to bring the completed and signed application form
in to your county department of human services along with:
of citizenship for each family member
proof of pregnancy
of third party health insurance (if applicable)
The Ohio Department of Human Services is a public agency which
manages federal funds. Laws do not allow discrimination in managing
programs that use federal funds. The types of discrimination include
age, sex, race, color, national origin, religion, ancestry or
disability. If you feel you have been discriminated against, send
your complaint to:
Office of Internal Administration
Ohio Department of Human Services
30 East Broad Street, 32nd Floor
Columbus, Ohio 43266-0423
have a right to a state hearing
You can ask for a state hearing if you do not agree with an action
or a decision on your benefits including health care. You can
also ask for a state hearing if you think your county department
of human services has not done something it should have.
If you are in a managed care plan (MCP), you have a right to a
state hearing when:
get a bill and the MCP will not pay
MCP does not approve a service you and your provider asked for
MCP decides to stop or lower a service already allowed To learn
more about state hearings, ask your county department of human
services for ODHS 4059 Explanation of State Hearing Brochure.
For more information and answers to your questions about your
HMO or regular Medicaid, call the Medicaid Consumer Hotline
at 1-800-324-8680 (TTY/TDD for hearing impaired 1-800-292-3572)
Monday through Friday, 8 a.m. to 8 p.m. and Saturday and Sunday,
noon to 5 p.m.
section "Your Civil Rights" is divided into four sub-sections,
listed below, each with their own set of Frequently Asked Questions
(if applicable). You may jump to any sub-section by clicking their
Right to a State Hearing
English Proficiency Plan
For a comprehensive list of your civil rights, please visit http://jfs.ohio.gov/civilrights/index.stm
Right to a State Hearing
Links (click on
the question to be directed to the answer)
The information contained here is a synopsis of your right to
a state hearing. For a complete guide to your hearing rights and
the process itself, please request an "Explanation of State
Hearing Procedures", form JFS 04059.
if I don't agree with what happened on my case?
You can ask for a state hearing:
you don't agree with an action or decision on your case.
you think the local agency has not done something it should
learn more, ask your caseworker for ODHS form 4059 - Explanation
of State Hearing Procedures.
What is a state hearing?
A state hearing is a meeting with you, your caseworker and an
ODHS hearing officer.
At the hearing, your caseworker will explain what action the agency
has taken or plans to take on your case. you will have a chance
to explain why you don't agree.
You can bring other people with you to the hearing to speak on
your behalf, such as friends, relatives, witnesses or an attorney.
If you need free legal help, contact your local legal aid office.
If you don't know the phone number, call 1-800-589-5888 free,
Monday through Friday, 8:30 a.m. to 5 p.m. You will reach the
Ohio State Legal Services Association. It can give you the phone
number for your local legal aid office.
Why would I ask for a hearing?
Below are reasons you might want to ask for a hearing if you applied
for help or are getting help from a county agency:
Sometimes your case is changed due to a change in the law which
affects all people in the same situation. ODHS seldom gives hearings
on this kind of "automatic" benefit change. But, you
can ask for a hearing if you think the change should not have
been applied to you.
How do I ask for a state hearing?
If you want a state hearing, you can write or call the local agency.
You may also be able to fill out a form to ask for a state hearing.
The local agency sends out a notice form if it is going to lower
or stop the help you get. You can use this notice to ask for a
The notice tells you how to ask for a state hearing by filling
out the notice and sending it in. Check the mailing date on the
notice. You must ask for a hearing within 90 days of that mailing
IF your benefits are being lowered or stopped,
AND you ask for a hearing within 15 days of the
mailing date of the notice,
THEN your benefits will stay at the old amount
until your hearing is decided.
You can also ask for a hearing by writing to: State Hearings,
Ohio Department of Human Services, 30 East Broad Street, 31st
Floor, Columbus, Ohio 43266-0423, 614-466-2724, fax: 614-728-9574.
Call 614-728-2985 if you have a hearing or speech problem. Internet
email address: firstname.lastname@example.org.
If the hearing officer rules against you, you may have to pay
back any help you should not have gotten.
Is there another way to work out a problem?
An informal conference at the county agency is often a quicker
way to solve a problem. At the conference, a county worker will
look over your case and can correct any mistakes. You can call
the local agency to ask for a county conference. If the problem
is not solved at the conference, you can still ask for a state
What happens at a state hearing?
After you ask for a state hearing, ODHS will send you a notice
giving the date, time and place of the hearing.
The hearing is usually held at the local county agency. If you
can't go to the agency, the hearing can be held somewhere else,
possibly in your home.
At the hearing, you, your caseworker and an ODHS hearing officer
will meet to talk about your case.
Your caseworker will explain the agency's action. You can explain
why you don't agree. The hearing officer will listen to both sides
and may ask questions to bring out all the facts. The hearing
will be tape recorded.
Before and during the hearing, you may look at your case file
and any other evidence the county uses. You may also look at the
rules being used to decide your case. The agency will make free
copies for you to help you get ready for the hearing. If you need
copies, please call the agency before your hearing.
When will I find out about the hearing officer's decision?
After the hearing, the hearing officer will review your case fairly
and objectively. He or she will make a decision based on:
the information given during the hearing.
whether the rules were applied correctly.
your hearing is about food assistance, you should get a written decision
within 60 days of the date you asked for a hearing. In all other
programs, you should get a decision within 90 days.
What if I don't agree with the decision?
If you don't agree with the hearing decision, you can ask for
an administrative appeal. The written decision from the hearing
officer will tell you how to ask for an administrative appeal.
If you don't agree with the administrative appeal decision, you
can ask for a judicial review. A judicial review is an appeal
to a court.
If you get Supplemental Security Income (SSI), you must contact
your local Social Security Administration office for a hearing.
Call 1-800-772-1213 for the telephone number of your local Social
Security office. This is a free call.
Your DJFS can help you with your SSI hearing. To learn more, ask
your caseworker for ODHS booklet 8072 - Disability Assistance
and SSI-Case Management in Ohio.
Your local legal aid office also might be able to help you with
your SSI hearing. If you don't know the phone number, call 1-800-589-5888,
free, Monday through Friday, 8:30 a.m. to 5 p.m. You will reach
the Ohio State Legal Services Association. It can give you the
phone number for your local legal aid office.
All programs, services and benefits administered, supervised,
authorized and/or participated in by the Butler County Department
of Job and Family Services (BCDJFS) and contracted providers shall
be operated in accordance with the nondiscriminatory provisions
of Title VI of the Civil Rights Act of 1964, as amended; §504
of the Rehabilitation Act of 1973, as amended; the Age Discrimination
Act of 1975; and the Americans with Disabilities Act of 1990.
person or persons shall on the basis of race, color, national
origin, disability, age, sex or religion, be excluded from participation
in, be denied the benefits of, or be otherwise subjected to discrimination
under any program or service authorized by the BCDJFS. Persons
who are receiving benefits/services under the Workforce Investment
Act of 1998 may not be unlawfully discriminated against on the
basis of their political affiliation or belief; status as WIA
participants or citizenship (for lawfully admitted immigrants,
authorized to work in the United States).
Director of the Butler County DJFS shall implement the Civil Rights
Plan within the service area through the following methods:
The Butler County DJFS shall appoint a Civil Rights Coordinator.
The Civil Rights Coordinator shall be responsible for monitoring
the implementation of the Civil Rights Plan for the agency, including,
but not necessarily limited to:
Receiving and, if necessary, assisting with the writing of discrimination
complaints which are filed by county agency participants, clients
and beneficiaries of job and family services programs. Such complaints
are then referred to the ODJFS Bureau of Civil Rights for investigation
Distributing civil rights pamphlets/brochures, posters and other
information pertaining to civil rights laws to appropriate agency
staff, beneficiaries and interested members of the public.
Policy and Procedure
The Butler County DJFS shall have in effect a complaint procedure
which incorporates the elements of due process. The procedure
follows the steps/process(es) identified below:
Any person who believes that he/she, or any specific class of
persons, has been subjected to unlawful discrimination on the
basis of race, color, national origin, disability, age, sex or
religion may file a written complaint with the agency outlining
the alleged discriminatory act(s) (complaints alleging sexual
harassment need not be reduced to writing prior to an investigation
being initiated). Written complaints are to be date stamped by
the person who receives the complaint. Document receipts are to
be provided to complainants who hand-deliver complaints.
Complaints must be filed with the agency within 180 days of the
date the alleged discriminatory act or treatment occurred.
When complaints are received by the Butler County DJFS Civil Rights
Coordinator, they shall be referred to the ODJFS Bureau of Civil
Rights within three (3) business days of the date of receipt.
The Bureau of Civil Rights (BCR) shall conduct its inquiry and
issue its Final Report within one hundred, twenty (120) days of
the date of filing of the complaint. When individuals wish to
file discrimination complaints about WIA-funded programs/activities,
they may choose to have their complaints investigated by the County-level
individual designated for that purpose or they may file their
complaint with the ODJFS Bureau for Civil Rights or they may choose
to file their complaint directly with the United States Department
of Labor’s Civil Rights Center.
Any party dissatisfied with the BCR’s Final Report will
be advised of the right to file a complaint with the applicable
federal agency (i.e., The U.S. Department of Health and Human
Services; U.S. Department of Agriculture or U.S. Department of
No person who has filed a complaint, testified, assisted or participated
in any manner in an investigation of a complaint shall be intimidated,
threatened, coerced or retaliated against.
CIVIL RIGHTS COMPLAINT MAY BE INITIALLY FILED BY CONTACTING ANY
OF THE FOLLOWING OFFICES/INDIVIDUALS: (It is recommended
that individuals contact the ODJFS Bureau of Civil Rights before
attempting to file their complaints directly with any of the federal
agencies listed below. The reason for this is so that the filing
will be with the correct agency, based upon the kind of program,
service or benefit being complained about.)
Lana Rogers, Civil Rights Coordinator, The Butler County Department
of Job and Family Services, 315 High Street, 9th Floor, Hamilton,
Ohio 45011. Telephone: (513) 887-4100
The Ohio Department of Job and Family Services Bureau of Civil
Rights, 30 E. Broad Street, 37th Floor, Columbus, Ohio 43215.
Telephone: (614) 644-2703; Toll Free: 1-866-227-6353.
The United States Department of Health and Human Services, Office
for Civil Rights, Region V, 233 N. Michigan Avenue, Suite 240,
Chicago, Illinois 60601.
The United States Department of Agriculture (Food Assistance only),
Civil Rights Office, Room 326-West, Whitten Building, 1400 Independence
Avenue, S.W., Washington, D.C. 20251.
The United States Department of Labor, Civil Rights Center, 200
Constitution Avenue, N.W., Room N-4123, Washington, D.C. 20210.
Telephone: (202) 219-7026.
Jerome Kearns, Director BCDJFS
County Department of Job and Family Services
315 High Street, 9th Floor
Hamilton, Ohio 45011
(513) 887-4000 or Toll Free 1-800-582-4267
TTY: (513) 887-4322
Effective Date: March 7, 2002
Revised: November 17, 2003
Revised: August 4, 2004
Revised: March 17, 2005
Revised: May 5, 2005
English Proficiency (LEP) Plan
The purpose of the Limited English Proficiency plan (plan) is
to provide assurances and demonstrate that customers of Butler
County Department of Job and Family Services (all program areas
including One Stop (WIA), Adult Protective Services, Food Stamp,
Child Care, etc.) are being provided meaningful access to program
information, benefits and services although the customers may
be limited in the English Language Proficiency. This plan will
be updated bi-yearly to refresh the assurances contained in the
plan, address any changes in methods and update any changes in
the LEP population utilizing the county agency.
is understood that the Ohio Department of Job and Family Services'
Bureau of Civil Rights (BCR) is charged with the duty to ensure
that each county agency is in compliance with all relevant federal
requirements involving applicants/recipients of program information,
benefits and services who have limited English Language Proficiency
County Department Job and Family Services Policy
It is the policy of Butler County Department of Job and Family
Services to provide meaningful access to all individuals applying
for, participating in programs or receiving services/benefits
administered by, supervised by, authorized by and/or participated
in by Butler County Department of Job and Family Services, its
contractors and/or vendors. Meaningful access involves Butler
County Department of Job and Family Services promoting effective
communication to LEP individuals seeking or receiving services,
benefits or participation in programs funded in whole or in part
by federal funds. This plan specifically provides necessary assurances
and identifies tools being used to effectuate this policy.
Rights and Complaint Procedure
program participant, recipients, service providers, applicants,
labor unions, community-based organizations or any individuals
or organizations alleging a WIA based complaint: Complaints must
be in writing and be signed by the complainant or by and authorized
188 of the Workforce Investment Act of 1998 prohibits any individual
from being excluded from participation in, denied the benefits
of, subjected to discrimination under or denied employment in
any organization or program receiving WIA financial assistance
on the basis of race, color, religion, national origin, sex, political
affiliation or belief, age disability, or (for beneficiaries only)
citizenship status, as a lawfully admitted immigrant authorized
to work in the United States or WIA participant status.
policy and the procedures issued hereunder apply to participants
in WIA-funded programs and activities who bring complaints of
discrimination against any employee of the LWIA or sub area recipient
staff. Programmatic complaints, WIA violations not related to
unlawful discrimination, are to be handled under other applicable
grievance or complaint procedures.
is the policy of the recipient to assure equal opportunity for
all employees and participants at all LWIAs and sub area recipient
locations. Any participant or employee who believes that she or
he has been discriminated against on any of the bases covered
under Section 188 of the Act may file a complaint in accordance
with the procedures described as follows:
A DISCRIMINATION COMPLAINT
Any person who believes that he or she has been subjected
to unlawful discrimination may file a complaint. It is unlawful
for WIA-funded programs to discriminate against any person or
class of individuals because of race, color, religion, national
origin, sex, political affiliation or belief, age, disability
or (for beneficiaries only) citizenship status, as a lawfully
admitted immigrant, authorized to work in the United States. It
is also unlawful to discriminate against individuals on the basis
of their WIA participant status. A complaint must be filed within
180 days of an alleged discriminatory act or treatment. Only the
Director of the USDOL Civil Rights Center, for good cause shown,
may extend the filing time limit.
complaints may be filed in any of the following ways:
complaint may be filed with the Butler County Department of
Job and Family Services’ Equal Opportunity Officer. If
an acceptable resolution is not offered and agreed to, the Complainant
may file a complaint with the U.S. Department of Labor’s
Civil Rights Center (CRC) after NINETY (90) DAYS have passed
or after receipt of the unacceptable resolution, whichever is
complaint may be filed with the Ohio Department of Job and Family
Services’ Bureau of Civil Rights. The Bureau is located
at 30 East Broad Street, 37th Floor, Columbus, Ohio 43215-3414.
Toll free phone: 1-866-BCR-ODJF (227-6353). BCR will conduct
an investigation of the complaint and issue its Notice of Final
Action within NINETY (90) DAYS of receipt of the complaint,
with applicable appeal rights, or
complaint may be filed directly with the U.S. Department of
Labor, Civil Rights Center. CRC is located at 200 Constitution
Avenue, N.W. Room N-4123, Washington, DC 20210. Their phone
number is (202) 693-6500. If the complainant chooses the federal
process, the complaint is to be sent directly to the Civil Rights
shall be offered a choice of having their allegations addressed
through the customary investigative process or through Alternative
Dispute Resolution (ADR). More information on this is available
from your local level Equal Opportunity Officer or the ODJDFS
Bureau of Civil Rights.
FILING A PROGRAMMATIC COMPLAINT
The statute of limitations for fling a programmatic complaint
is ONE (1) YEAR; however, it is recommended that a written complaint
be filed within 10 days of the alleged occurrence. Programmatic
complaints are those which allege unfair treatment but do not
charge that it is due to unlawful discrimination. The EO Officer
shall be available to provide assistance to the complainant. Within
10 days after filing a complaint, an informal conference will
be held. If the complaint is not resolved, the complainant will
be notified in writing of his or her right to request a hearing.
Within 16 days from the date the complaint was filed, the complainant
has the opportunity to request a hearing. An amendment to the
original complaint must be submitted in writing at that time to:
County Department of
Job and Family Services
Attention: HR Manager
315 High St.
Hamilton, OH 45011
30 days after the complaint is filed, a hearing will be conducted.
The complainant shall be advised, in writing, of all procedural
rights. Within 60 days after the filing the complaint, a final
written decision shall be rendered by the Hearing Officer, and
mailed to the complainant (certified mail – return receipt
requested). The decision shall include, but shall not be limited
to the following:
The reason(s) for the decision.
2. A statement as to whether or not the local area complaint procedure,
as specified in the WIA Complaint Procedure Manual, has been properly
3. Notice of the right to request a review at the state recipient
level (ODJFS Bureau of Civil Rights) when any party disagrees
with any aspect of the Hearing Officer’s decision.
LEVEL REVIEW OF THE DECISION
The parties have 10 days after the receipt of the Hearing Officer’s
decision or 10 days from the date on which the decision should
have been received to request a review with the:
Ohio Department of
Job and Family Services
Bureau of Civil Rights
Columbus, Ohio 43215
Ohio Relay Service: 1-800-750-0750
Hearing Officer may uphold the local area level decision in whole
or in part, or provide a hearing and a final written decision
within 30 days from the date of receipt of the request for review.
Conforming with delegated authority, this Hearing Officer’s
decision serves as the Governor’s final decision. The Secretary
of Labor investigates allegations arising through these grievance
procedures when: (1) A state level decision has not been reached
within 60 days of receipt of the grievance or complaint or within
60 days of receipt of the request for appeal of a local level
grievance and either party appeals to the Secretary; or (2) A
decision relating to a grievance or complaint has been reached
and the party to which such decision is adverse appeals to the
Secretary. Appeals must be submitted by certified mail, return
receipt requested, to the Secretary, U.S. Department of Labor,
Washington, DC 20210, Attention: ASET. A copy of the appeal must
be simultaneously provided to the opposing party.
of the basis for a complaint (programmatic or discrimination),
a copy of each complaint MUST BE FORWARDED to the ODJFS Bureau
of Civil Rights within 10 days of the date of filing.
A FRAUD ABUSE OR CRIMINAL ACTIVITY REPORT
All information and complaints alleging fraud, abuse
or criminal activity shall be reported directly and immediately
Department of Labor,
Office of Inspector General
200 Constitution Avenue, N.W.
Washington, DC 20210
OPPORTUNITY IS THE LAW
It is against the law for this recipient to discriminate
on the following bases: Against any individual in the United States,
on the basis of race, color, religion, sex, national origin, age,
disability, political affiliation or belief; and against any beneficiary
of programs financially assisted under Title 1 of the Workforce
Investment Act of 1998 (WIA), on the basis of the beneficiary’s
citizenship/status as a lawfully admitted immigrant authorized
to work in the United States, or his or her participation in any
WIA Title 1-financially assisted program or activity. The recipient
must not discriminate in any of the following areas; deciding
who will be admitted, or have access to, any WIA Title 1-financially
assisted program or activity. Providing opportunities, in, or
treating any person with regard to, such a program or activity.
TO DO IF YOU BELIEVE YOU HAVE EXPERIENCED DISCRIMINATION
If you think that you have been subjected to discrimination
under a WIA Title 1-financially assisted program or activity,
you may file a complaint within 180 days from the date of the
alleged violation with either; the recipient’s Equal Opportunity
Officer (or the person whom the recipient has designated for this
purpose); or the Director, Civil Rights Center (CRC), U.S. Department
of Labor, 200 Constitution Avenue NW, Room N-4123, Washington,
DC 20210. If you file your complaint with the recipient, you must
wait either until the recipient issues a written Notice of Final
Action, or until 90 days have passed (whichever is sooner), before
filing with the Civil Rights Center (see address above). If the
recipient does not give you a written Notice of Final Action within
90 days of the day on which you filed your complaint, you do not
have to wait for the recipient to issue that Notice before filing
a complaint with CRC. However, you must file your CRC complaint
within 30 days of the 90-day deadline (in other words, within
120 days after the day on which you filed your complaint with
the recipient). If the recipient does give you a written Notice
of Final Action on your complaint, but you are dissatisfied with
the decision or resolution, you may file a complaint with CRC.
You must file your CRC complaint within 30 days of the date on
which you received the Notice of Final Action.
Local Workforce Investment Complaint Officer:
Butler County Department of Job and Family Services
315 High St
Hamilton, Ohio 45011
Ohio Department of Job and Family Services is an equal opportunity
employer. All programs operated by the Department are equal opportunity
programs. Auxiliary aids and services are available upon request
to individuals with disabilities.
Butler County Department of Job and Family Services
315 High St
Hamilton, Ohio 45011