1.   (a) Monitoring visits to residential facilities are documented on Form 07LC058E, Residential Child Care Facility Visit Sheet.

(b) During the annual records check, licensing staff:

(1) checks employee training records;

(2) conducts Oklahoma Department of Human Services (OKDHS) computer checks on applicable persons; and

(3) searches dockets on the Oklahoma State Court Network (OSCN).

(c) The monitoring report is discussed with the facility's or agency's director or staff in charge.  The director or staff in charge signs the report, and a copy is provided to the facility or agency.

(d) The monitoring report is submitted to the programs manager for review.  The original is filed in the facility record.

2.   When monitoring residential programs, Form 07LC058E, Residential Child Care Facility Visit Sheet, is used to document compliance with requirements.  Also, Form 07LC059E, Residential Child Care Facility – Resident File Review, and Form 07LC050E, Personnel File Review – Agency and Residential Programs, are used if applicable.

3. When monitoring child placing agencies, Form 07LC022E, Child-Placing Agency – Foster Care File Review, Form 07LC044E, Adoption Services File Review, Form 07LC050E, Personnel File Review – Agency and Residential Program, and/or 07LC065E, Resident Monitoring Report, are completed as applicable.

4.   Computer checks.

(1) Annual computer checks to identify prior involvement with OKDHS are completed on all adults who sign Form 07LC040E, Request for License – Child-Placing Agency, Residential Child Care, and Children's Shelter. These are checked on the computer by date of birth and Social Security number.

(2) Annual docket searches of the OSCN include Oklahoma Court Information System (OCIS), non-OCIS counties, and the court clerk in non-reporting counties  are completed on all adults who sign the application. These are checked by all known names.  The court clerk in counties where a person resides or is employed is contacted if they are non-reporting counties.

(3) Documentation of the OKDHS computer check is filed in the confidential section of the facility's case.  All other searches may remain in public viewing.

5.   The database is updated with the new address.  The statewide licensing coordinator or designee issues a new license to the facility.

6.    The licensing staff notifies the programs manager of the change. The statewide licensing coordinator or designee issues a new license to the facility and a copy is sent to the licensing staff.

7.   The programs manager reviews the recommendation and approves the increase.  The licensee is notified in writing that the increase has been approved.  If an increase in capacity is requested for other reasons than the increase in space, then the recommendation to the programs manager is made in narrative form giving the reason for the increase.  The procedure for increasing or decreasing capacity of a facility is outlined in (1) through (4) of this Instruction.

(1) Increase.  When a facility requests an increase in capacity, the licensing staff:

(A) notifies the Office of State Fire Marshal to determine whether another inspection or further evaluation is required. The contact is documented on Form 07LC080E, Licensing Services Supplemental Information.

(B) does not recommend to increase capacity when the facility has numerous, repeated, or serious non-compliance with requirements. When the only serious non-compliance was that the facility exceeded capacity the request for increase is staffed with programs manager for appropriate action.

(2) Decrease.  When decreasing capacity the licensing staff updates the floor plan on Form 07LC057E, Physical Plant, indicating which rooms are available for use by children.

(3) Recommendations to increase or decrease capacity.  A recommendation to increase or decrease capacity may be made at any time by submitting a narrative report to the programs manager.

(4) Approval.  If change in capacity is approved, the programs manager or designee issues a new license to the facility that reflects the new capacity.  A copy of the license is sent to the licensing staff.

8.   Types of ownership include:

(1) sole proprietor;

(2) corporation;

(3) partnership;

(4) limited liability company; or

(5) school, faith-based, or government entity.

9.   When notified of the death of a child in child care, licensing staff:

(1) determines and documents what occurred and whether the facility was in compliance at the time of death, documenting:

(A) number of children and staff present at the time of incident;

(B) what supervision was provided during this time;

(C) when the caregiver last checked on the child;

(D) the caregiver's response upon finding the child; and

(E) the names of staff involved;

(2) notifies the licensing programs manager and director of Child Care Services; and

(3) considers whether the death is possibly related to sudden infant death syndrome (SIDS).  If SIDS is possible, licensing staff:

(A) documents:

(i) where the child was sleeping and sleep position;

(ii) the condition of the crib or playpen; and

(iii) observations regarding the bedding, pillows, and other items in the sleeping area;

(B) provides the caregiver the pamphlet, SIDS – What Child Care Providers and Other Caregivers Should Know, OKDHS publication number 94-01;

(C) notifies the licensing programs manager and director of Child Care Services;

(D) contacts the licensing training coordinator to request that additional information be sent to the caregiver;

(E) obtains verbal or written verification confirming the cause of death as SIDS; and

(F) notifies the Oklahoma State Department of Health SIDS coordinator, who is available to offer support to the caregiver and family.

10. A serious incident report includes:

(1) the name and age of the child(ren) seriously injured or killed;

(2) the date and time of the incident;

(3) a description of the injuries to the child(ren) or damage to the facility;

(4) the caregiver's account of the incident;

(5) a summary of contacts made with other agencies involved in the investigation of the incident, such as CW or the police;

(6) any pertinent information regarding the caregiver's history, such as prior involvement with CW or a history of numerous, repeated, or serious non-compliance with licensing requirements; and

(7) the names of staff involved.

11. Reports from Office of Client Advocacy (OCA), Oklahoma Commission on Children and Youth (OCCY), Oklahoma Health Care Authority (OHCA), law enforcement, and Children and Family Services Division (CFSD). 

(1) The programs manager reviews all reports received from OCA, OCCY, and OHCA.  Reports are registered by appropriate division support staff.

(A) Documentation of reports received from OCA includes:

(i) date report was received;

(ii) facility name and case number;

(iii) date of investigation;

(iv) investigator assigned to the investigation;

(v) accused caregiver;

(vi) findings;

(vii) date corrective action plan is due;

(viii) date corrective action plan was submitted;

(ix) date licensing staff was notified; and

(x) date information was filed in the case.

(B) Documentation of reports received from OCCY includes:

(i) date report was received;

(ii) facility name and case number;

(iii) date of investigation;

(iv) oversight specialist involved in the investigation;

(v) recommendations;

(vi) date corrective action plan is due;

(vii) date corrective action plan was submitted;

(viii) date licensing staff was notified; and

(ix) date information was filed in the case.

(2) All reports received from OCA, OCCY, OHCA, law enforcement, and CFSD are forwarded to appropriate residential licensing staff to review for possible non‑compliances with licensing requirements.  If review of information indicates non-compliances, residential licensing staff investigates in accordance with policy regarding follow-up on non‑compliances, OAC 340:110-1-47.2, or a complaint investigation, 340:110-1-47.1.