INSTRUCTIONS TO STAFF 340:75-3-530
1. Notification of appeal determination to person responsible for the child (PRFC).
(1) When to send notification of appeal determination to PRFC. The Child Welfare (CW) supervisor assures Forms 04KI019E, Notification Concerning Finding(s) of Child Abuse/Neglect, and 04KI020E, Request for Appeal, are sent to each PRFC identified during the investigation, within 10 calendar days after an investigation with a substantiated finding is approved by the CW supervisor.
(2) How to send notification of appeal determination to the PRFC. KIDS generates Forms 04KI019E and 04KI020E. The address of the PRFC populates to Form 04KI019E designed to display the PRFC's address in a window envelope. Forms 04KI019E and 04KI020E are mailed.
2. Justification for not providing notification of appeal determination. Justification for not sending Forms 04KI019E and 04KI020E is documented in KIDS Contacts screens.
3. Response to appeal request from an Oklahoma Department of Human Services (OKDHS) employee.
(1) In lieu of a review by the Appeals Program Unit, an OKDHS employee may request a review by programs staff comprised of a:
(A) programs administrator;
(B) programs manager; and
(C) programs field representative.
(2) Requests for review by programs staff is submitted in writing at the time of the appeal request.
4. Notification to Child Welfare Services staff of appeal. When the Appeals Program Unit accepts a PRFC request for review, notification of the acceptance is provided to the previously assigned CW specialist, supervisor, district director, and deputy director for the region who are advised of the need to ensure all necessary documentation has been entered into KIDS referral and investigation screens and that other supporting documentation is stored in the KIDS file cabinet.
5. Final determination regarding investigation finding.
(1) The Appeals Program Unit notifies the appellant, district director, deputy director for the region, CW specialist and supervisor, office of the district attorney's office, and appropriate programs staff, such as Oklahoma Child Care Services and CPS Program Unit of the final determination regarding whether the substantiated finding is upheld or reversed.
(2) The CW specialist prints the final determination email, files the email in the CWS case record and, when applicable, in the resource record, and scans the email and stores it in the referral file cabinet.
6. Appeals committee composition. The Appeals Committee is comprised of:
(1) a Family-Centered Services (FCS) Program Unit program field representative who serves as the Appeals Committee chairperson;
(2) the FCS/Appeals program units programs manager;
(3) the CPS Program Unit programs manager or designee;
(4) the Quality Assurance Program Unit programs manager or designee;
(5) the Continuous Quality Improvement Program Unit programs manager or designee; and
(6) one CW supervisor or other representative above the supervisor level from each region designated by the deputy director. The committee member:
(A) is designated as a rotating committee member; and
(B) does not vote on cases to avoid potential conflicts of interest.