Ohio Administrative Code|Rule 5101:12-1-15 | Support enforcement tracking system.

                                                
(A) In accordance with 42 U.S.C. 654a, as
		  in effect January 5, 2009, and section 3125.07 of the Revised Code, the Ohio
		  department of job and family services (ODJFS) has established and shall
		  maintain a single statewide automated data processing and information retrieval
		  system known as the support enforcement tracking system (SETS).
(1) This rule describes
			 the general requirement for the child support enforcement agency (CSEA) to
			 interact with SETS and the responsibilities of a user of SETS. The process for
			 an individual or entity to gain access to SETS and authorized use or disclosure
			 of the information contained in SETS is described in rules 5101:12-1-20 to
			 5101:12-1-20.2 and 5101:12-1-22 of the Administrative Code.
(2) For the purposes of
			 this rule use of the term "access to SETS" incorporates any SETS user
			 profile level that grants access to data contained in any SETS database,
			 including those profiles that only have access to the general data screens
			 (GDS).
(B) ODJFS may deny access to SETS when an
		  individual has been found to have unauthorized access to, or improperly used or
		  disclosed the information contained in SETS.
(C) The office of child support (OCS)
		  will perform the following functions with regard to access to the information
		  contained in SETS:
(1) Review requests for
			 access to the information contained in SETS;
(2) Determine whether
			 requests for access will be granted; and
(3) Monitor the access to
			 and use of the information contained in SETS to prevent and promptly identify
			 unauthorized access to or improper use of the information contained in
			 SETS.
(D) The CSEA shall interact with the
		  functions of SETS according to applicable rules of the Administrative Code,
		  Ohio law, federal law and regulations, and any written instructions provided by
		  ODJFS. Interaction shall include, but not be limited to, the CSEA providing
		  information or performing an activity that enables a particular SETS function
		  to operate at its full capacity. When the CSEA is directed to perform an act
		  under a mandate contained in an Administrative Code rule, Ohio law, federal law
		  or regulation, or other written instructions provided by ODJFS, the act shall
		  be considered executed when the CSEA has performed the required actions within
		  SETS.
(E) In accordance with sections 3125.38
		  and 3125.39 of the Revised Code, SETS shall provide the data necessary for the
		  performance measurements outlined in rules 5101:12-1-54 to 5101:12-1-54.2 of
		  the Administrative Code.
(F) An individual or entity may make a
		  request to ODJFS for SETS access. When requesting SETS access, persons will
		  comply with requirements in rule 5101:9-9-26 of the Administrative Code and the
		  following forms shall be completed and returned to ODJFS by the following
		  individuals:
(1) The JFS 07078, "Code of
			 Responsibility" (effective or revised effective date as identified in rule
			 5101:12-1-99 of the Administrative Code) shall be completed by the employee of
			 a CSEA, ODJFS, county department of job and family services (CDJFS), public
			 children services agency (PCSA), county agency, contractor, or a sub-contractor
			 requesting access to SETS.
(2) The JFS 07014, "Tax Information
			 Safeguarding Authorization Agreement" (effective or revised effective date
			 as identified in rule 5101:12-1-99 of the Administrative Code) shall be
			 completed by the employee of a CSEA or ODJFS, contractor, or a sub-contractor,
			 when the employee, contractor, or sub-contractor has access to federal tax
			 information (FTI), as defined in rule 5101:12-1-22 of the Administrative Code
			 and its supplemental rules.
The JFS 07014 must be received by OCS no later
			 than the last day of January after an individual's initial employment or
			 re-employment. On an annual basis thereafter, the employee of a CSEA, ODJFS,
			 contractor, or sub-contractor shall complete and submit to OCS a new JFS 07014
			 no later than the last day of March.
(3) Each CSEA shall submit a JFS 07072,
			 "Safeguarding of Internal Revenue Service (IRS), Ohio Department Of
			 Taxation (ODT), Federal Parent Locator Service (FPLS), and Unemployment
			 Compensation (UC) Information" (effective or revised effective date as
			 identified in rule 5101:12-1-99 of the Administrative Code) to the deputy
			 director of OCS within ODJFS no later than the last day of March each year. The
			 JFS 07072 must be signed and dated by the director or administrator of the
			 CSEA.
(G) Any individual without access to SETS
		  but with access to FTI, must complete FTI safeguarding awareness training and a
		  JFS 07014 in accordance with rule 5101:12-1-22 of the Administrative
		  Code.
(H) Responsibilities of an individual or entity with access to
		  SETS.
(1) The individual or
			 entity shall adhere to the guidelines for electronic data security and use
			 described in rules 5101:9-9-37 and 5101:9-9-38 of the Administrative
			 Code.
(2) The individual or
			 entity shall use SETS in accordance with the purposes described in rule
			 5101:12-1-20.1 of the Administrative Code, including:
(a) To perform the functions necessary to carry out the child
				support program, as described in rule 5101:12-1-01 of the Administrative Code;
				and
(b) To obtain information to respond to a request for information
				about a person from an individual or entity.
(3) The individual or
			 entity shall disclose the information contained in SETS in accordance with
			 rules 5101:12-1-20 to 5101:12-1-20.2 and 5101:12-1-22 of the Administrative
			 Code.
(4) The CSEA shall
			 document in its internal procedural handbook the procedures for ensuring
			 confidentiality of the information contained in SETS, including but not limited
			 to, access and use of SETS, disclosure of the information contained in SETS,
			 and the procedures for addressing unauthorized access to or improper use or
			 disclosure of the information contained in SETS.
(5) All personnel, IV-D
			 contractors, and sub-contractors with access to SETS shall be trained in
			 confidentiality, safeguarding guidelines, security procedures, and the
			 penalties for unauthorized access to or improper use or disclosure of the
			 information contained in SETS.


Last updated December 15, 2021 at 8:33 AM