Revised 7-1-08

1.   Case closure.  If a caregiver is not contacted at home or by telephone after several attempts, a letter is sent stating that the case will be closed if the caregiver does not contact the licensing staff within a specified period of time.  A second letter verifying case closure is sent if the caregiver fails to respond.  The licensing staff follows the procedure in (1) through (3) to close a case.

(1) Update database.  When a licensed child care facility closes voluntarily, the licensing staff updates the licensing database as soon as possible and sends to the licensing supervisor a copy of the letter that was sent to the facility verifying closure.  The closure effective date may not be backdated.  The closure date is written on the case folder file tab.

(2) Confirm discontinuance.  If concerns exist, the licensing staff visits the facility to confirm that children are no longer in care.

(3) Closed files.  A file is marked "Do Not Destroy" and stored in the Human Service Center if the case was closed following a history of numerous, repeated, or serious non-compliance, confirmed child abuse, or when the file may be needed in the future for reasons such as a fraud investigation or unresolved lawsuit.  All other files are sent to the Oklahoma Department of Human Services Records Management archives three years after closure and after verification of a computer record of the case.