Revised 6-1-08

1.  (a) The phone contact is made the same working day or, if the death or near death occurs during non-working hours, the next working day.  The phone contact may be followed up with an e-mail.

(b) The initial information regarding the child that is provided verbally is:

(1) name;

(2) date of birth;

(3) date of death or near death incident;

(4) race;

(5) gender;

(6) circumstances of the child's death or near death;

(7) any known Child Welfare (CW) history; and

(8) KIDS report number.

(c) Children and Family Services Division (CFSD) Child Protective Services (CPS) programs staff provide, upon inquiry by CW staff:

(1) consultation regarding whether a child death or near death falls within the scope of CW; and

(2) direction regarding the unique investigative procedures required in these instances.

(d) A copy of the entire case record is sent to CFSD CPS Section within 90 calendar days of the child's death or near death.  When the investigative paperwork is not complete because the Medical Examiner's Report of Autopsy is not available, extensions are granted until the report is received, per OAC 340:75‑3‑13 Instructions to Staff.  CPS programs staff contacts the worker for any additional information needed.

(e) Initial report.  After receipt of notice from the county director or designee, CPS Section programs staff prepares a factual account of known circumstances of the child death or near death and current and previous Oklahoma Department of Human Services (OKDHS) and CW history.  The initial report is sent to the applicable OKDHS Human Services Center, Field Operations Division, Legal Division, and CFSD staff, State Child Death Review Board, and Oklahoma Commission on Children and Youth.

(f) Public inquiries.  CW information and investigations are confidential, unless otherwise provided by law.  All communications about the events under investigation, and the investigation itself, are limited to authorized personnel with the OKDHS Office of Communications or CFSD designated spokesperson.  Any media, public, or other inquiry about a specific case by persons without an official need to know are directed to the Office of Communications.

2.  (a) Child death or near death circumstances automatically set for review by the Critical Incidents Review Committee (CIRC) include:

(1) cases in which there is an ongoing Permanency Planning or voluntary Family-Centered Services case involving siblings;

(2) confirmed child deaths or near deaths in which there are concerns regarding siblings and no ongoing Permanency Planning or voluntary Family-Centered Services case;

(3) cases in which there have been reports of child abuse and neglect within the previous two years;

(4) cases in which it has been established that there have been multiple child deaths or near deaths in the family; and

(5) cases in which there is an identified concern about the investigative process or ongoing Permanency Planning case.

(b) CIRC is composed of OKDHS staff from:

(1) Children and Family Services Division;

(2) Field Operations Division;

(3) Family Support Services Division;

(4) Office of Client Advocacy; and

(5) Office of Information and Referral.

(c) CIRC members receive a copy of the applicable portions of the CW case record and read it prior to the scheduled review.

(1) Notice of the critical incidents review is sent to the appropriate area director, county director, and CW staff at least 30 calendar days prior to the scheduled review.

(2) At minimum, the CW supervisor and CPS and Permanency Planning or voluntary Family‑Centered Services workers attend the review. 

(3) One staff person must be prepared to verbally present the circumstances of the investigation and answer additional questions posed by CIRC.  Information regarding any ongoing services is provided verbally by the Permanency Planning or voluntary Family-Centered Services worker.

3.   Child known to CW.  A child known to CW is a child who at any time:

(1) within six months prior to the child's death or near death incident:

(A) was the subject of a CPS investigation or assessment alleging child abuse or neglect;

(B) was the subject of a CPS report that CFSD determines was improperly screened out;

(C) resided in a household that included a member who was the subject of a CPS investigation or assessment alleging child abuse or neglect;

(D) was in OKDHS custody or under OKDHS supervision as a child alleged or adjudicated deprived;

(E) had an active CW case with OKDHS; or

(F) had an active voluntary services case; or

(2) during the two years preceding the child's death or near death incident:

(A) was the subject of more than five CPS reports or three investigations or assessments alleging child abuse or neglect; or