OKDHS - OAC 340:110-1-45. Application process

340:110-1-45. Application process

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Revised 7-1-11

(a) Application packets. Application packets, which include the appropriate licensing requirements and application forms, are provided to potential licensees upon request. • 1 This packet includes:

(1) Form 07C040E, Request for License – Child Placing Agency, Residential Child Care, and Children's Shelter;
(2) Form 07LC041E, Staff Information - Child Care Facility; and
(3) Form 07LC043, Child Placing Agency Compliance Review, or Form 07LC056E, Residential Child Care Facility Compliance Review, as applicable. • 2

(b) Receipt of application. Upon receipt of the application packet to Oklahoma Child Care Services, the case is assigned a license number and a file is created. • 3 Contact is made by phone every two months and documented on Form 07LC080E, Licensing Services Supplemental Information, when children have not been accepted into care. • 4

(c) Permission to operate. The facility may be granted permission to operate on application status. If the licensing staff determines that an applicant is temporarily unable to comply with all licensing requirements, but the services are needed and the non-compliance does not place children at risk of imminent harm, these situations are staffed with programs manager for permission to operate. Permission to operate can not exceed 30 days. • 5

(d) Reopening a residential child care facility or child-placing agency. A new application must be completed when a residential facility or child-placing agency that has been closed is reopened. Prior to the issuance of the license, background investigations must be conducted per OAC 340:110-1-51.

(e) Computer checks. Computer checks to identify prior involvement with the Oklahoma Department of Human Services are completed on required persons per

OAC 340:110-1-51. • 6

(f) Withdrawal of application. If a residential child care facility or child-placing agency applicant wishes to withdraw the application prior to issuance of an initial permit, the licensing staff:

(1) documents this request on Form 07LC080E;
(2) confirms that no children are in care; and
(3) may close the case unless negative action is warranted. • 7 & • 8

INSTRUCTIONS TO STAFF 340:110-1-45

Revised 7-1-11

1.   If the applicant operates a facility for residential care, the Office of the State Fire Marshal and local health department are notified in writing to request an inspection of the premises.

2.   Child-placing agencies use Form 07LC043E, Child Placing Agency Compliance Review; residential child care facilities use Form 07LC056E, Residential Child Care Facility Compliance Review.

3.   Upon receipt of a complete application, the licensing staff conduct a search of the Child Care Restricted Registry for the applicant per OAC 340:110-1-10.1(c). An application is considered complete when:

(1) all necessary items of information are complete on the application; and

(2) all supporting documentation has been provided.

4.   The licensing staff makes an appointment to inspect the facility, measure the square footage, draw a floor plan, and determine the licensed capacity. If the facility does not begin operating within six months, the licensing staff contacts the facility or agency to determine whether the application will remain open or be withdrawn. A monitoring frequency plan of six is entered into the database.

5.   A monitoring frequency plan of 12 is entered into the database.

6.   Licensing staff conduct an OKDHS computer check on applicable persons prior to permission to operate being given.

7.   When a withdrawal of application is requested, the licensing specialist mails a copy of the application to the facility and the original application is maintained in the facility file.

8.   When an application can not be approved due to a facility not meeting minimum licensing requirements, licensing staff discuss with the facility the withdrawal of their application. If a facility declines to withdraw, refer to programs manager for appropriate action. Written request from the facility for withdrawal is not required; however, licensing staff document in a letter or on Form 07LC080E, Licensing Services Supplemental Information:

(A) specific requirements that are not met;

(B) licensing's request for the withdrawal of their application; and

(C) facility's response to request for withdrawal.

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