Ohio guides · data sheet
Ohio MUI deadlines, on one page.
The deadlines in OAC 5123-17-02, stated as the rule states them, with the paragraph each comes from. Print it, pin it by the phone, and check it against the rule when the rule changes. A CSV version is linked at the bottom.
Last reviewed · Enmantle team
The clocks, in the order they start
Six clocks run on the provider's side of an MUI: immediate reporting to the designated person or hotline, four hours for the county board on the incidents in paragraph (D)(7), same-day notifications to the guardian and team, one working day to inform the agency's director for the most serious categories, 3 p.m. on the first working day for the written incident report, and February 28 for the annual analysis. The rest belong to the county board and its investigative agent.
| Deadline | Who | What | Applies to | Rule |
|---|---|---|---|---|
| Immediately | Any developmental disabilities employee | Report the alleged, suspected or actual MUI to the agency's designated person, the county board's reporting system, or DODD's abuse and neglect hotline (1-800-617-6733, 8 a.m.–5 p.m. Mon–Fri; county board lines are 24/7) | Every MUI | (D)(1), (D)(10) |
| Immediately | Provider | Take all reasonable measures for the health and welfare of at-risk individuals; remove an employee alleged to have committed physical or sexual abuse from direct contact; document who did what | Every MUI | (D)(5), (E)(1) |
| Immediately | Provider | Report a suspected criminal act to the law enforcement agency with jurisdiction; record date, time and person notified | Any MUI with reason to believe a crime occurred | (F)(1) |
| Immediately | Provider or county board | Report alleged abuse or neglect of a person under 21 to the public children services agency | Individuals under 21 | (G)(1) |
| No later than 4 hours after discovery | Provider (other than a developmental center) | Notify the county board through its designated means | Emotional abuse, exploitation, misappropriation, neglect, peer-to-peer act, physical abuse, prohibited sexual relations, sexual abuse, unexplained or unanticipated death, and any media inquiry about an MUI | (D)(7) |
| Same day | Provider | Notify the guardian or chosen representative, the service and support administrator, other providers as needed, and staff or family at the residence; include immediate actions; document every attempt | Every MUI (with the exceptions in (H)(1)(e)–(f)) | (H)(1) |
| Within 1 working day | Agency staff | Inform the agency's director of operations or administrator | Misappropriation, neglect, physical abuse, sexual abuse | (H)(2) |
| By 3 p.m. on the first working day after becoming aware | Provider (other than a developmental center) | Submit the incident report to the county board contact in DODD's prescribed format; for Category C, submit the administrative review form (appendix C, D or E) at the same time | Every MUI | (D)(8) |
| By 5 p.m. on the first working day after becoming aware | County board (or developmental center) | Enter preliminary information in OITMS | Every MUI | (D)(9) |
| Within 24 hours of the incident report | Investigative agent | Initiate the administrative investigation | Category A | (I)(1) |
| Within 3 working days | Investigative agent | Initiate the administrative investigation (Category B) or administrative review (Category C) | Category B and C | (I)(1), (I)(2) |
| Within 14 working days | Investigative agent | Preliminary finding to the individual or guardian and the provider, or a status update every 7 working days thereafter | Physical abuse and sexual abuse allegations | (I)(10) |
| Within 45 working days of the incident report | Investigative agent | Submit the closure report in OITMS (extension only with DODD's approval for good cause) | Every MUI | (I)(11) |
| Within 5 working days of the closure recommendation | County board, developmental center or DODD | Written summary (allegations, findings, substantiated or not, prevention plan) to the individual or guardian, the providers involved, and the SSA; notice of the finding to the primary person involved | Category A and B | (K)(1), (K)(4) |
| Within 15 calendar days of receiving the findings | Individual, guardian or provider | Dispute the findings in writing; a determination follows within 30 calendar days; a second-level dispute to DODD within a further 15 days | Category A and B written summaries | (L)(1)–(3) |
| By February 28 each year | Agency provider | Send the annual MUI trends-and-patterns report for each county served (three-year comparison, data by category, patterns by individual and by residence/region/program, prevention plans) to the county board | Every agency provider | (N)(1)–(2) |
| Each March | County board or council of governments | Committee meets to review the previous year's aggregate data; materials sent 10 calendar days ahead | County boards | (N)(4) |
| Within 24 hours of occurrence | Agency staff | Report an unusual incident (UI) to the person designated in the agency's UI policy | Every UI | (O)(2)(a)(iii) |
| First working day after discovery | Independent provider | Complete the UI report, notify the guardian, forward the report to the SSA or county board designee | Every UI (independent providers) | (O)(4) |
| At least monthly | Every provider | Review the UI log; note months with no incidents | UI log | (O)(6) |
Notes that prevent the common mistakes
- "Working day" means Monday to Friday except Ohio legal holidays (paragraph (C)(28)). A discovery on Friday afternoon makes the incident report due by 3 p.m. Monday, not Saturday.
- The four-hour list is not "Category A." Peer-to-peer acts are Category B but on the list; rights code violations and failure to report are Category A but not on it. Use the list, not the category, for the four-hour clock.
- Category C files two documents at once: the incident report and the applicable administrative review form.
- Notifications and the report are different clocks. Guardian and team notifications happen the same day; the written report is due by 3 p.m. the next working day; the director is informed within one working day for the four most serious types.
- The annual analysis is per county. An agency serving three counties sends three reports.
Download
The same table as a CSV for your own compliance calendar: ohio-mui-deadlines.csv. It carries the rule's effective date and this page's review date so you can tell when it is stale.
§ — sources
Sources and how this page is kept current.
Reviewed . Every regulatory statement links to its primary source; corrections to hello@enmantle.com.
§ — see it in the product
- Report an incident: the 3-step wizardHow a staff member files an incident on Enmantle: the 3-step wizard, attaching photos, and why the discovery date drives every deadline.
- Review, file, and track UIs/MUIs as an adminThe admin side of incidents: a deadline-sorted review queue, filing UI/MUI reports in DODD-expected formats, and the one-click Annual MUI Analysis.