Library: Policy
340:25-5-75. Authority and responsibility
Revised 9-15-22
(a) Scope and Legal Authority. Oklahoma Human Services (OKDHS) Child Support Services (CSS) operates a single statewide automated data processing and information retrieval system that meets the requirements of:
(1) Sections 652, 654, 654a, and 655 of Title 42 of the United States Code (42 U.S.C. §§ 652, 654, 654a & 655), 26 U.S.C.§ 6103 ;
(2) Section 302.85 and Part 307 of Title 45 of the Code of Federal Regulations;
(3) Section 150.9 and 150.9.1 of Title 74 of the Oklahoma Statutes (74 O.S. §150.9 & 150.9.1); and
(4) Internal Revenue Service (IRS) Publication 1075 • 1 & 2.
(b) Background Investigations.
(1) National criminal history background checks are completed for all employees, contractors, and subcontractors prior to and during employment as required in IRS Publication 1075 and 26 U.S.C. § 6103. An individual seeking employment with CSS, CSS employees, contractors and sub-contractors complete a national criminal history background check, including fingerprinting, per 74 O.S. § 150.9.1. The national criminal history background check is required in order to have access to the OKDHS and CSS networks, that results in having access to federal tax information and data, as defined in IRS Publication 1075 and 26 U.S.C. § 6103. •3
(2) Applicants for positions requiring national criminal history background checks are advised any employment offer is conditional upon completion of a background check that reveals no disqualifying history as outlined in the CSS Favorability Standards. • 4
(3) All employees authorized to access and review national criminal history records check information submit to a national criminal history background check including fingerprinting to obtain access and review status.
Revised 9-15-22
1. Child support staff follows Oklahoma Human Services (OKDHS) OKDHS: 2-21-51 through OKDHS: 2-21-66 for information on coordinating, planning, developing, and implementing the OKDHS Records Management Program.
2. Data processing procedures.
(1) Access to the data processing environment is restricted by level of authorized access.
(2) Within each district office and state office center, the office manager, managing attorney, or center supervisor is responsible for submitting host and Child Support Services (CSS) computer authorization and acknowledgment forms for each user to the CSS decentralized security administrator.
(3) The district office or state office center may email or fax a copy of Form 05SC003E, Logon Authorization Request for OKDHS Employees; Form 05SC004E, Logon Authorization Request for Non-OKDHS Employees; or Form 19SC001E, Logon Authorization Request Supplemental Information, as appropriate, to the CSS decentralized security administrator for submission to Oklahoma Management Enterprise Systems (OMES) for security access.
(A) These forms are available on the OKDHS Infonet Forms page, under General Use.
(B) OMES grants interim access to the data processing environment.
(4) The office manager, managing attorney, or center supervisor is responsible for notifying the CSS security administrator of all employee separations and monitoring and complying with system and data security, per OKDHS: 2-45 and OKDHS Data Security Guidelines within his or her area of responsibility.
(5) Computer and laptop users are responsible for completing and signing statements related to security agreements, responsibilities, and penalties associated with data misuse. No one is permitted to sign anyone on to the data processing system without a user identification number (ID).
(6) To protect access and prevent unauthorized disclosure or use of data processing information, CSS staff:
(A) does not share passwords with anyone;
(B) does not leave his or her data processing terminal open to unauthorized access;
(C) obscures active data processing terminals from external customers' views;
(D) follows Oklahoma Administrative Code 340:25-5-67 and Instructions to Staff pertaining to confidential CSS data use and reporting instances of inappropriate access or misuse of confidential information;
(E) does not share federal tax information in facsimile documents, Microsoft Office 365 applications including, but not limited to, Outlook email, Yammer, Teams, SharePoint, OneDrive, and Planner; and
(F) are subject to disciplinary action, up to and including discharge, for failure to follow the procedures in (6)(A) through (E).
3. Background investigations include fingerprint checks of local law enforcement agencies where the individual has lived, worked or attended school in the last five years. OKDHS pre-hire processing validates the individual’s eligibility to legally work in the United States. CSS completes background investigations for all CSS staff every five years from the previous investigation.
4. (a) Favorability standards for access to the OKDHS and CSS networks.
(1) An individual seeking employment with CSS or access to federal tax return information (FTI), is disqualified if he or she has been found guilty of, pled guilty to, or pled no contest to:
(A) omitting to provide child support under Section 852 of Title 21 of the Oklahoma Statutes or under another state's laws that require proof of substantially similar elements; or
(B) failure to pay legal child support obligations under Section 228 of Title 18 of the United States Code.
(2) For any other offense, whether felony or misdemeanor, the effect of a conviction on potential employment or access to FTI is considered on an individual basis. Considerations include:
(A) whether the conviction is disclosed during the application process or during a subsequent re-investigation;
(B) for the position the individual is seeking, the job duties and FTI access level in relation to the offense;
(C) the length of time that has passed since the conviction without subsequent charge or conviction of further offenses;
(D) whether the individual complied, or is complying, with terms of parole or probation for example, the individual has paid or is paying any restitution that was ordered; and
(E) whether the individual offered any explanation of mitigating circumstances such as youthfulness or extreme immaturity.
(b) Designated CSS managers review the national criminal history background results considering the above factors and any other relevant information to determine whether to hire the individual or to disqualify an existing CSS staffer from access to OKDHS and CSS networks and FTI. CSS managers take appropriate personnel action for disqualified staff, to include termination, if appropriate.
(c) After considering the above factors in (a)(2) and any other relevant information, when the individual is hired or the existing CSS staffer is not disqualified, CSS staff is allowed access to OKDHS and CSS networks and FTI.
