1.   (a) Time requirement for requesting death certificate.  When a parent of a child in Oklahoma Department of Human Services (OKDHS) custody is deceased, the Child Welfare (CW) worker requests a certified copy of the parent's death certificate within 15 business days of knowledge of the parent's death.

(b) 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 CW worker:

(1) utilizes the Division of Vital Records Death Certificate Application, located on Oklahoma Department of Human Services (OKDHS) InfoNet under 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 the CW worker's name and county address as the applicant information on the Death Certificate Application to ensure the death certificate is delivered to the CW worker, and signs the application;

(4) mails the original Death Certificate Application and 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 of the Death Certificate, 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.

(A) Vital Records sends the certified copy of the death certificate to CFSD and CFSD mails it to the local OKDHS office.

(B) When 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 when needed,  completes the optional information on the form before resubmitting the Death Certificate Application to CFSD; and

(ii) when unable to locate 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 Vital Records full-certified copy of the death certificate.

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

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

(2) obtains and completes that state's death certificate application.  The CW  worker includes his or her name and office mailing address 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 the death certificate application, Forms 10AD012E and 10CL017E, and, when requested by that state, a photocopy of his or her OKDHS Identification (ID) badge to the CFSD Administrative Services Unit (ASU).

(d) 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 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 OKDHS Finance Division for payment processing.  The death certificate application, photocopy of OKDHS ID badge, when 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, when applicable, and Form 10AD012E to that state's Vital Records office; and

(4) maintains copies of all documentation.

(e) 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.