Department for Community Based Services

Standards of Practice Online Manual

4.51 Documentation Required Upon Entering Out of Home Care (OOHC)

Cabinet for Health and Family Services

Department for Community Based Services
Division of Protection and Permanency
Standards of Practice Online Manual
Chapter:
Chapter 4-Out of Home Care Services (OOHC)
Effective:
4/16/2021
Section:
4.51 Documentation Required Upon Entering Out of Home Care (OOHC)
Version:
1

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Legal Authority

 

Procedure

Within thirty (30) calendar days of a child entering out-of-home care (OOHC) the SSW:

  1. Requests an original copy of the child(ren)’s birth certificate via Kentucky Vital Statistics upon the child(ren)’s entry into OOHC if they were born within the state; 1​
  2. Requests an original copy of the child(ren)’s birth certificate from their state of birth upon the child(ren)’s entry into OOHC.  Utilize the Out-of-State Birth Certificate Request Tip sheet for links to vital statistics and instructions within each state;
  3. Requests a copy of the child(ren)’s Social Security card from the Social Security Administration (SSA). The SSA requires the following documentation:
    1. Completed application;
    2. Original or certified custody order (with seal, watermark, or certified date);
    3. Original birth certificate or passport;
    4. Additional documents to verify identity, include:
      1. State issued non-drivers’ identification card;
      2. Adoption decree;
      3. Doctor, clinic, or hospital record; or
      4. Religious record, school record, or school identification card; and
    5. SSW's state identification badge and driver’s license.
  4. Requests a copy of the child(ren)’s birth records; and 
  5. Requests a copy of the child(ren)'s immunization records. 

​​Footnotes

  1. ​A birth certificate may be requested within TWIST.  Users with full access, social service worker, support services, or supervisor approval authority roles can now request a free birth certificate for children in OOHC by clicking on the Birth Certificate Request link in the related links section on the TWIST home screen.  

 


 


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