INSTRUCTIONS TO STAFF 340:75-1-26.2

Issued 6-1-09

1.   (a) In-state death certificates.  To request a full-certified copy of a death certificate from Oklahoma State Department of Health Division of Vital Records, the Child Welfare (CW) worker:

(1) utilizes the Division of Vital Records Death Certificate Application, located on Oklahoma Department of Human Services (OKDHS) InfoNet under Forms, Click here for non-OKDHS forms;

(2) types or legibly prints the required information pertaining to the deceased parent on the Death Certificate Application, including the parent’s:

(A) full name; and

(B) date and place of death.

(3) enters his or her name and county address as the applicant information on the Death Certificate Application to ensure delivery of the death certificate to the appropriate person, and signs the application;

(4) mails original Death Certificate Application along with a copy of the OKDHS employee identification (ID) of the person signing the application to Children and Family Services Division (CFSD) Resource Unit.  CFSD sends the Death Certificate Application to Vital Records for processing; and

(5) upon receipt, provides a copy of the certificate to the court and district attorney and files the certified copy in the paper case record.

(A) Vital Records sends the certified copy of the death certificate to CFSD for mailing to the local OKDHS office.

(B) If Vital Records returns the Death Certificate Application noting that the certified death certificate cannot be found with the information provided, CFSD returns The Death Certificate Application to the requesting CW worker who:

(i) checks the information for accuracy, and if needed, fills out the optional information on the form before resubmitting the Death Certificate Application to CFSD; and

(ii) when unable to locate any further information and obtain a certified death certificate, contacts CFSD Resource Unit for assistance;

(C) The CFSD copy of the Death Certificate Application is destroyed upon receipt of the full‑certified copy of the death certificate from Vital Records.

(b) Out-of-state death certificates.  To request a full‑certified copy of the death certificate for a parent who has died in another state, the CW worker:

(1) contacts the appropriate state's Vital Records office to determine the requirements for obtaining a death certificate;

(2) obtains and completes that state's death certificate application.  The CW worker's name and office mailing address are included on the application;

(3) completes:

(A) notarized Form 10AD012E, Claim Form, that includes the child's name and KK number and that state's federal employer identification (FEI) number; and

(B) Form 10CL017E, Claim Code Slip.  The CW worker ensures the Case Related Information and Contact Information sections of Form 10CL017E are fully completed; and

(4) remits to CFSD Administrative Services Unit (ASU) the death certificate application, Forms 10AD012E and 10CL017E, and, if requested by that state, a photocopy of his or her OKDHS ID badge.

(c) CFSD ASU procedures for out-of-state death certificates.  Upon receipt of the CW worker's request for an out-of-state death certificate and required documents listed in 1(b) of this instruction, ASU:

(1) verifies the information on Form 10AD012E and requests that state to complete Form 23CO135E, Vendor Information, if the vendor is not currently listed in the Office of State Finance vendor database;

(2) submits original Form 10AD012E and, if applicable, Form 23CO135E to OKDHS Finance Division for payment processing.  The death certificate application, photocopy of OKDHS ID badge, if applicable, and Form 10CL017E are retained by ASU;

(3) upon receipt of a warrant from Finance Division, mails the warrant, original death certificate application, photocopy of OKDHS ID badge, if applicable, and Form 10AD012E to that state's Vital Records office; and

(4) maintains copies of all documentation.

(d) Receipt of out-of-state death certificates.  The out-of-state Vital Records office mails the full-certified copy of the death certificate to the address on the death certificate application.  Upon receipt, the CW worker, provides a copy of the certificate to the court and district attorney and files the certified copy in the paper case record.