Library: Policy
340:75-13-9. Birth verification
Revised 9-15-17
No later than 15-calendar days after the emergency custody hearing, when a petition is filed, the parent, custodian, or legal guardian provides a copy of the child's birth certificate, to the Child Welfare (CW) specialist per Section 1-4-203 of Title 10A of the Oklahoma Statutes. • 1 Upon receipt, the CW specialist files the copy in the paper case record and scans it into the KIDS File Cabinet.When the child is discharged from Oklahoma Department of Human Services custody and the original birth certificate or certified copy remains in the paper case record, the original or certified copy is given to the child or caregiver.
INSTRUCTIONS TO STAFF 340:75-13-9
Revised 9-15-17
1.(a) Copy of birth certificate.Within 15-calendar days after the emergency custody hearing placing a child in Oklahoma Department of Human Services (DHS) custody, the child welfare (CW) specialist requests the parent provide a copy of the child's birth certificate.When the parent fails to provide a copy within 20-calendar days, the CW specialist submits a request to Child Welfare Services (CWS) Operations and Business Processes Section (OBPS) for a certified copy of the child's birth certificate.
(b) In-state birth certificates.To request a full-certified copy of a birth certificate from the Oklahoma State Department of Health (OSDH) Division of Vital Records, the child's CW specialist:
(1) completes Form 10CL017E, Claim Code Slip.The CW specialist ensures the Case Related Information and Contact Information sections of Form 10CL017E are fully completed.A separate Form 10CL017E is required for each child on a shared case KK number;
(2) utilizes Application for Search and Certified Copy of Birth Certificate located on Oklahoma Department of Human Services (DHS) InfoNet under Quick Links: Non-DHS Forms or at the OSDH Division of Vital Records:http://www.ok.gov/health2/documents/VR_BCRequest_interactive.pdf;
(3) enters the required information pertaining to the child on the online application, including the child's:
(A) full name at birth;
(B) date and place of birth;
(C) father's full name; and
(D) mother's full maiden name;
(4) obtains a certified copy of the most recent court order indicating the child is in DHS legal custody;
(5) enters his or her name and county address as the mailing address on the application in order to return the birth certificate to the appropriate person and signs the application;
(6) mails Form10CL017E, the application, the court order, and a copy of the DHS employee identification (ID) of the person signing the application to CWS OBPS.CWS sends the application to Vital Records for processing; and
(7) retains a copy of the application in the child's case record.
(A) Vital Records sends the certified copy of the birth certificate to CWS for mailing to the local DHS office.
(B) When Vital Records returns the application noting that the certified birth certificate cannot be found with the information provided, CWS returns the application to the requesting CW specialist who:
(i) checks the information for accuracy and, when needed, checks with the birth hospital to ensure the proper paperwork was filed with Vital Records, before resubmitting the application to CWS; and
(ii) when unable to locate any further information and obtain a certified birth certificate, contacts CWS Resource Unit for assistance;
(C) The CWS copy of the application is destroyed upon receipt of the full-certified copy of the birth certificate from Vital Records.
(c) Amended birth certificates.The CW specialist submits Form 03PA209E, Acknowledgment of Paternity, or a court order to obtain an amended birth certificate for the child.When a court order is submitted in lieu of Form 03PA209E, the CW specialist includes the father's date and place of birth with the order.
(d) Out-of-state birth certificates.To request a full-certified copy of the birth certificate for a child born in another state, the child's CWspecialist:
(1) downloads and completes that state's birth certificate application from: http://www.cdc.gov/nchs/w2w.htm.The CW specialist's name and office mailing address are included on the application;
(2) includes a copy of the court order placing the child in DHS custody or the court order requiring the birth state to release a copy of the child's birth certificate;
(3) completes:
(A) Form 10AD012E, Claim Form, that includes the child's name and KK number.When copies of birth certificates are needed for two or more children who share a case KK number, include all of the children on the same Form 10AD012E; and
(B) Form 10CL017E, Claim Code Slip.The CW specialist ensures the Case Related Information and Contact Information sections of Form 10CL017E are fully completed.A separate Form 10CL017E is required for each child on a shared case KK number; and
(4) remits to CWS OBPS the birth certificate application, Forms 10AD012E and 10CL017E, the court order, and a photocopy of his or her DHS ID badge.
(e) CWS OBPS procedures for out-of-state birth certificates.Upon receipt of the CW specialist's request for an out-of-state birth certificate and required documents listed in Oklahoma Administrative Code (OAC) 340:75-13-9 Instructions to Staff # 1(c), CWS OBPS:
(1) verifies the information on Form 10AD012E and requests that state to complete Form 23CO135E, Vendor Information, when the vendor is not currently listed in the Office of State Finance vendor database;
(2) submits original Form 10AD012E and, when applicable, Form 23CO135E to DHS Financial Services for payment processing.The birth certificate application, photocopy of a DHS ID badge, when applicable, and Form 10CL017E are retained by CWS OBPS;
(3) upon receipt of a warrant from Financial Services, mails the warrant, original birth certificate application, photocopy of a DHS ID badge, when applicable, and Form 10AD012E to that state's Vital Records office; and
(4) maintains copies of all documentation.
(f) Receipt of out-of-state birth certificates.The out-of-state Vital Records office mails the full-certified copy of the birth certificate to the address on the birth certificate application.Upon receipt of the birth certificate, the CW specialist scans the certificate into the KIDS File Cabinet.
