Agreement Essentials - An Overview

Statewide Agreement

The master agreement for information sharing is between the Ohio Department of Job and Family Services (ODJFS), the Ohio Department of Education (ODE), the Ohio Department of Aging (ODA), the Ohio Department of Development (ODOD) the Ohio Board of Regents (OBOR) and the Ohio Rehabilitation Services Commission (ORSC). These six agencies participate in the administration of the required statewide One-Stop programs. A copy of this agreement is contained in this guide. Several items within this master agreement should be addressed within each locally negotiated agreement.

• All of the partners should be clearly and separately identified.

• The information is to be shared, how the information is to be shared and who has access to the of information.

• All of the partners should be jointly and severally liable for insuring the confidentiality of the information.

• All information sharing protocol and procedures should be referenced and available for review by the appropriate state agencies.

• Lists of all staff members using and/or viewing information gathered should be maintained and transmitted to all appropriate parties.

• Equipment and storage of information should be secure and records managed appropriately.

• All staff members should be advised of their responsibility and relevant penalties for improper use and/or disclosure.

• Onsite inspections should be addressed by appropriate state agencies.

• Some information may not be usable in court actions unless specifically permitted by federal or state law.

Also included in this guide is a review checklist that covers many of these same topics and can be used while developing local agreements. A copy of the latest draft version of the local agreement form is included as a sample local agreement.

For additional general questions or concerns about the local agreement, contact Rich Gordon, ODJFS, at 614-466-9755.