LICENSING AND CONTRACTING WITH THE OKLAHOMA DEPARTMENT OF HUMAN SERVICES FOR CHILD PLACING AGENCIES

(music plays) 

David: The purpose of this video is to help you understand how to become licensed as a Child Placing Agency and to answer some of the frequently asked questions about contracting with the Oklahoma Department of Human Services. Thank you for taking the time to review this video.  

No Audio: Image of the Licensing Requirements packet.

Along with this video, you received a copy of the licensing requirements and an application packet which we will review in this section. Please keep the application materials close at hand to review while we're going through the first section. I'd like to welcome Veronica Franks, who is the Program Field Representative for the Oklahoma Department of Human Services, Oklahoma Child Care Services, Residential and Child Placing Agency Unit. Veronica thanks for being here. 

Veronica Franks: Thank you, David. It's great to be here. 
  
David: Veronica, what is a Child Placing Agency?  
 
Veronica Franks: A Child Placing Agency is a private agency that is licensed by the Oklahoma Department of Human Services to provide social services to children and their families that supplement, support or substitute parental care and supervision for the purpose of safeguarding and promoting the welfare of children in adoptive homes, foster homes and independent living programs. 

The Oklahoma Child Care Facilities Licensing Act ensures maintenance of minimum standards for the care and protection of children away from their own homes. In order to provide care for children in child care facilities which includes placement through a child placing agency, a license must be obtained from the Oklahoma Department of Human Services.  
  
David: Since the requirements are designed for three different types of programs, do I have to apply for all three? 
 
Veronica Franks: Although all three types of programs fall into the category of a child placing agency, you can apply to be a specific type of agency. For example, you could apply to be just an independent living agency. 
  
David: How do you become licensed in Oklahoma? 

No Audio: Image of the Request for License form (form 07LC040E-001).
  
Veronica Franks: The first step in applying for a license is completing the request for license, which is located in your packet.

No Audio: Image of the Ownership Chart.

When applying for a license you must provide documentation of ownership. Included in your packet is an ownership chart, which will help you determine what type of business you're opening. Determine if you are a for-profit or not-for-profit program. If you are a not-for-profit program, you will need to file the appropriate paperwork with the IRS and Oklahoma Secretary of State. You will also need to apply for and receive your Federal Employee Identification Number also called an “FEIN.”  
  
David: Looking in the packet earlier, I noticed some additional paperwork.

No Audio: Image of Compliance Review form (form 07LC043-001)” 

Veronica Franks: That's right, David. We have included the compliance review as well. Please complete the compliance review form and attach a copy of your ownership and FEIN number.  Also attach the names, addresses, titles and phone numbers for your governing board and advisory board if that's required. You can determine if you need an advisory board by reviewing section 6 of the child placing agency requirements.

No Audio: Image of Staff Information form (form 07LC041E-001).  
  
Veronica Franks (continues): We have also included a staff information sheet, which is an OKDHS form which we ask that you complete for each employee. Feel free to copy this form since you will need one for each staff member. Plus, there's a copy of the OSBI form, which you will need to send to the OSBI.

No Audio: Image of Criminal History Request form.  

In addition, a Criminal History Records search is obtained from the authorized agency in a person's pervious state of residence if the person has resided in Oklahoma less than three years. You will then need to submit the results of the OSBI background check, out of state background check if applicable and a completed form 07LC096E Criminal Background Review to the Licensing Records Office requesting an Oklahoma State Court Network Search. 

No Audio: Image of Criminal History Review Request form (form 07LC096E-001).
 
The address for the Licensing Records Office is on the form.  In addition, you will need to provide evidence of sufficient funds, a letter from a licensed public accountant and a budget for the first year of operation.  The agency must maintain financial accountability and show fiscal responsibility. 
  
You must also include an insurance verification, which shows the facility is covered by property casualty insurance and liability insurance per state law or a certificate of self-insurance. You will need to develop policies, procedures and forms based on the licensing requirements and state law.  Licensing staff can provide technical assistance to ensure that your policy and procedures meet the licensing requirements. 
  
David: Okay, let's see if I have understood everything you're telling me. First, I need to determine the ownership of the program.  Then, I should complete the request for license.  Next, I need to complete the OSBI form for myself and all employees and send it for review. Once I receive the results, I will send those results along with the request for a Licensing Records Office Criminal Background Review to the Licensing Records Office.  
  
Then, when I'm waiting on the LRO response, I will complete the compliance review and attach all of my supporting documentation: such as board members, insurance and evidence of sufficient funding and additional personnel information.  Once I have all of this together, I should submit it along with the policy and procedures to licensing for review.  Is that right?

Veronica Franks: That's correct! But remember licensing is here to help. If you have any questions, your licensing representative will be happy to provide technical assistance. If you have questions about any of these steps, you can call 405-521-3561. 
  
David: Once everything has been completed and sent to licensing, what happens next? 
  
Veronica Franks: Licensing will review the request for license, compliance review, board of directors, financial information, insurance verification, personnel information and policy and procedures. If the documentation meets licensing standards, a six-month permit will be issued.  While your agency is "on permit" your licensing representative will make at least three announced visits to your agency to ensure that your agency is in compliance with the licensing requirements. 
  
If your agency is able to meet and maintain the standards set in the licensing requirements, a non-expiring license will be issued. 
  
David: And once a non-expiring license has been issued, will I still receive visits from licensing?  

Veronica Franks: Absolutely. Licensing will continue to monitor your agency a minimum of twice a year to ensure ongoing compliance with the licensing requirements.  

David: If an agency is granted a license to work with children in Independent Living but decides to work with Foster Care as well, what needs to be done? 

Veronica Franks: The agency would need to immediately contact the licensing representative. The licensing rep will require written notification that the agency will be adding services to the agency. The licensing rep will want to review the new written policies and procedures that will govern the agency.  

David: Is there anything else that an agency director can do to ensure that the agency meets all state and federal guidelines?  

Veronica Franks: If you are applying to open an adoption agency, you will need to review the Oklahoma Adoption Code as well as the Child Placing Agency requirements. A good source of information about adoption in Oklahoma is the Oklahoma Adoption Coalition. You can review their website at www.oklahomaadoptioncoalition.org.  For agencies who intend to place children through international adoption, Hague Accreditation may be necessary. Visit the Council on Accreditation's web site at www.coanet.org for more information.  

For foster care agencies, two great sources of information are the Oklahoma Therapeutic Foster Care Association at www.oktfca.org and the Foster Care Association of Oklahoma at www.fcao.org.  The Oklahoma University Outreach National Research Center for Youth Services has some really good information about independent living. You can review this information at www.nrcys.ou.edu/programs/okil.shtml. 

David: Thank you, Veronica.