LICENSING AND CONTRACTING WITH THE OKLAHOMA DEPARTMENT OF HUMAN SERVICES FOR RESIDENTIAL CHILD CARE

(music plays)

David:  Hello. The purpose of this video is to help you understand how to become licensed as a residential program and to answer frequently asked questions about group home contracts with the Oklahoma Department of Human Services. Thank you for taking the time to review this video. Along with this video you received a copy of the licensing requirements and an application packet, which we'll review in this section. Please keep the application materials close at hand to review while we are going through the first section.

No Audio: Image of the Licensing Requirements packet. 

Please welcome Susan Case, Programs Manager for the Oklahoma Department of Human Services Residential and Child Placing Agency Licensing Unit. 

Susan Case:  Thanks David. 

David:  Susan, what is residential child care in Oklahoma? And who has to be licensed? 

Susan Case:  Residential child care in Oklahoma covers a multitude of different types of programs having to be licensed by the Oklahoma Department of Human Services Residential Licensing Unit. A Residential Child Care Facility means a 24-hour residential facility where children live together with, or are supervised by, adults who are not their parents or relatives. 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 residential facilities, a license shall be obtained from the Department of Human Services. 

David:  How do you become licensed in Oklahoma, Susan?

Susan Case:  The first step in opening a residential program is to determine the who, what, when, where and how of the program. Determine the ages, gender and specific needs of the children you want to help. Will you be working with privately placed children or children in the custody of the Department of Human Services? What are the ages and needs of the children you want to serve? 

You also need to decide who will be working with the children? What staff is required? Please refer to section 153.1 of the licensing requirements regarding employees. 

Determine what type of program you want to open. A shelter, residential home (which is sometimes called a group home), a treatment facility, regimented facility or secure care facility. When applying for a license you will need to provide documentation of ownership of your business. Included in your packet is an ownership chart which will help you determine what type of business you are opening. Determine if you are a for-profit or not-for-profit program. 

No Audio: Image of the Ownership Chart.

If you are a not-for-profit program, you'll need to file the appropriate paperwork with the IRS and Oklahoma Secretary of State. You will also apply for and receive your Federal Employee Identification Number also called FEIN. 

The next thing you need to determine is, when do you want to begin accepting placement of children? And how long will the child be receiving services through your program. What is the anticipated length of stay for a child in your program?  

Then, you'll need to figure out the "where" of your program.  Where will the children in your program live? Where will they go to school? If your building will be new construction, you will need to submit your State Fire Marshal approved architectural plans to your licensing representative for review. Existing structures require a State Fire Marshall inspection for the type of care you intend to provide and an inspection by the Health Department. 

Finally, you will need to work out the "how." How will your program be funded?  Do you have private funding or do you anticipate funding from a state agency? 

We will talk more about this in Section 2 of this video. You must provide evidence of sufficient funding, fiscal responsibility and accountability. 

David:  Thanks Susan.  Now, once the who, when, what, where and how have been determined, how does the potential provider proceed then? 

Susan Case:  Great question! First you must complete the request for license. We've put it on the screen for you to see. 

No Audio: Image of the Request for License form (form 07LC040E-001). 

Susan Case (continues): It's included in the packet. Next, complete the compliance review form and attach a copy of your proof of ownership and FEIN number. Also attach the names, addresses, titles and phone numbers of your governing board and advisory board, if that's required. You can determine if you need an advisory board by reviewing Section 152 of the licensing requirements.

No Audio: Image of the Compliance Review form. 

Attach a letter from a certified public accountant that documents procedures are in place for operating the fiscal management system so that the facility's financial statements can be audited at the end of the first fiscal year of operation. You must also attach an insurance verification, which shows that the facility is covered by property casualty 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:  Susan, I see in the application packet that there's some additional paperwork. 

Susan Case:  That's right David. We have also included this staff information sheet which we ask that you complete for each employee.

No Audio: Image of Staff Information form (form 07LC041-001). 

Susan Case (continues): Feel free to copy this form since you will need a form for each staff member. Also included in the packet is a copy of the Oklahoma State Bureau of Investigation criminal history request form which you will need to send to the OSBI. 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.

No Audio: Image of Criminal History Request form. 

Unless your program is exempt, 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.  The address for the Licensing Records Office is on the form. 

David:  Are there any other personnel requirements that have to be met? 

Susan Case:  Absolutely, but we don't have enough time to discuss them all today. Please refer to section 153.1 of the licensing requirements to review all of the personnel requirements for licensure such as references, training and orientation. 

David:  Once the potential provider has submitted everything to licensing what can he or she expect?  

Susan Case:  Licensing will review your application, physical facility, required personnel information, supporting documentation and policy and procedures to verify that the facility is in compliance with the licensing requirements. 

If everything is in order, a six-month permit can be issued. A minimum of three monitoring visits will be conducted before a non-expiring license will be issued. Once the non-expiring license has been issued, licensing will conduct a minimum of one announced visit and two  unannounced visits annually to ensure continued compliance with the requirements. 

David:  Susan, thank you for being here. 

Susan Case: You're welcome.