INSTRUCTIONS TO STAFF 340:75-13-9

Revised 5-15-08

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

(1) utilizes Form VS 151, Application for Search and Certified Copy of Birth Certificate, located on Oklahoma Department of Human Services (OKDHS) InfoNet under Forms;

(2) types or legibly prints the required information pertaining to the child on Form VS 151, 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;

(3) obtains a certified copy of the most recent court order indicating the child is in the legal custody of OKDHS.

(4) enters his or her name and county address as the mailing address on Form VS 151 in order to return the birth certificate to the appropriate person and signs the VS-151;

(5) mails original Form VS 151 along with a copy of the OKDHS employee identification (ID) of the person signing Form VS 151 to Children and Family Services Division (CFSD) Resource Unit.  CFSD sends Form VS 151 to Vital Records for processing; and

(6) retains a copy of Form VS 151 in the child's case record.

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

(B) If Vital Records returns Form VS 151 noting that the certified birth certificate cannot be found with the information provided, CFSD returns Form VS 151 to the requesting CW worker who:

(i) checks the information for accuracy and, if needed, checks with the birth hospital to ensure the proper paperwork was filed with Vital Records, before resubmitting Form VS 151 to CFSD; and

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

(C) The CFSD copy of Form VS 151 is destroyed upon receipt of the full‑certified copy of the birth certificate from Vital Records.

(b) Amended birth certificates.  The CW worker submits Form 03PA209E, Affidavit Acknowledging 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 worker includes the father's date and place of birth with the order.

(c) 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 CW worker:

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

(2) obtains and completes that state's birth 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 birth certificate application, Forms 10AD012E and 10CL017E, and, if requested by that state, a photocopy of his or her OKDHS ID badge.

(d) CFSD ASU procedures for out-of-state birth certificates.  Upon receipt of the CW worker's request for an out-of-state birth certificate and required documents listed in OAC 340:75-13-9 Instructions to Staff 1(c), 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 birth 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 birth 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.

(e) 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.