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Acknowledgment of Paternity received from Oklahoma State Department of Health Division of Vital Records

Child Support Services (CSS) Center for Coordinated Programs (CCP) receives an envelope of completed Acknowledgment of Paternity’s (AOPs) from Oklahoma State Department of Health (OSDH) Division of Vital Records. A CCP Child Support Specialist file stamps the AOPs with the date they are received at the State Office mailroom, counts them into packets of 25, and bundles them together with the total AOP count and the file stamp for that day attached to the stack. The AOPs are then sent to CCP’s Family and Establishment Services Office’s Paternity Services Programs Manager’s office.

The Paternity Services Programs Manager’s staff updates the Paternity database with the account information, then places the AOP packet in a folder and places it at the back of the non-processed AOP basket.

CCP team members pull packets of AOPs from the front of the non-processed AOP basket.

The team member thoroughly searches the system to see if any of the parties listed on the AOP document match an existing department client number (DCN).

  • OSIS: To search for DCNs for each of the parties (mother, father and child), use the PY screen transaction for the mother and father’s Social Security Number (SSN). If a match is found, the team member verifies the SSN matches the person listed on the AOP by checking either the ENU or DXV listing at the end of the PY screen. If the name listed matches the AOP, the team member then checks to see if there are multiple DCNs listed on the PY screen for this party. If there are multiple DCNs, the Team member makes note of them and by using DCHG and DDUP resolves the multiple DCNs. Finally, the Team member moves on to the next party.

The Team member also searches for all parties listed on the AOP using the FD screen, especially those parties who do not have a SSN. This also helps to weed out duplicate DCNs. The Team member checks all public assistance cases for all parties as this often leads to the DCN for the child.

If, after using both the PY and FD screens, the Team member cannot find a DCN for the party in question, the Team member uses the UDNME screen to generate a DCN for the party.

The Team member now checks the DP screen for the parties to see if there is already an FGN assigned to the parties on the case. If there is not, the Team member builds a new case in OSIS using the CSNA screen. The primary consideration is that the Team member must enter an “I” in the TYPE SERV field on the CSNA screen to prevent the case from being opened as a full service case. In other words, the Acknowledgement of Paternity only case when established in the computer system should remain in application status.

Once the FGN is assigned, the Team member goes to the CSML screen, accesses the CHU screen for the child, and deletes out the “P” case type. Using the DCHG screen, the Team member then updates each party’s full legal name, any alias/also known as (AKA) names, and place of birth for the father and child. If tribal affiliation for each party is known from the AOP, those updates are also made using the DCHG screen.

The Team member prints off the CSML screen and staples it to the AOP, highlighting the FGN. Finally, the Team member makes a caselog entry using the CSLOGA screen noting the receipt of the AOP. Example: Received AOP signed [date of signature] for [child’s name], date of birth (DOB) ____. Built case in 01 status. AOP remains on file at STO pending district office request. [Team member’s signature]

If there is an existing FGN for the mother, father, and child on the automated system, the Team member accesses the CSML screen for that particular case. The Team member checks the legal status of the child. If the legal status is “A,” the Team member goes into the CHU screen for the child in question and only updates the 209 field with the hospital code listed on the AOP.

The Team member checks the DCHG screen to ensure the full legal name, place of birth for the father and child, and any tribal affiliation are correct, and then caselogs the receipt of the AOP. Example: Received AOP signed [date of signature] for [child’s name], DOB ___. Did not update paternity information on existing IV-D case, as legal status is already “A”. AOP remains on file at STO pending district office request. [Team member’s signature].

The Team member prints off the CSML screen, staples it to the AOP, and highlights the FGN.

If the legal status is “M,” “P,” or “I,” the Team member goes into the CHU screen and makes the following updates:

  • Legal status: Change to “P” (even if the legal status is already “P”)
  • Date field: The date the AOP was signed
  • 209 field: Update with the hospital code

If the CCP AOP staff cannot find any proof of marriage on OSCN, ODCR, or caselog, then the legal status is changed from “I” to “P” as well as the OOW (Out of Wedlock) Indicator updated from “N” to “Y.”

Once these updates are made, the Team member checks DCHG to ensure that the updates listed above are made and then caselogs the receipt of the AOP. Example: Received AOP signed [date of signature] for [child’s name], DOB _____. Updated paternity information on existing IV-D case. AOP remains on file at STO pending district office request. [Team member’s signature]

The Team member prints off the CSML screen, staples it to the AOP, and highlights the FGN.

If the FGN has the mother and father from the AOP listed, but not the child, the Team member adds the child to the FGN using the CHA screen. Once the child is added to the case, the Team member uses the DCHG screen to ensure the full legal name of the parties, along with tribal affiliation, is updated along with the place of birth for the father and child. The Team member then makes a caselog entry detailing the receipt of the AOP, prints off the CSML screen, staples it to the AOP, and highlights the FGN. Example: Received AOP signed [date of signature], for [child’s name], DOB _____. Added child and paternity information to existing IV-D case. AOP remains on file at STO pending district office request. [Team member’s signature]

If the AOP was received with either a <Denial of Paternity> or an <Adult Child’s Consent of Paternity>, the CSML screen is printed and stapled to the document and a separate caselog entry is made noting the receipt of the document. Example: Received [document name] signed on [date of signature], for [child’s name], DOB _____. [Document name] remains on file at STO pending district office request. [Team member’s signature]

If the Team member finds the child already has a legal father who does not match the man listed on the AOP, the Team member brings that AOP and his/her results to the Paternity Services Programs Manager. The Paternity Services Programs Manager verifies this is the case and then sends a Form Letter <When Already a Legal Father> to the man listed on the AOP and to the mother stating the child already has a legal father and the AOP will not be processed by CSS. The Paternity Services Programs Manager then makes a caselog entry on the legal father’s FGN explaining what has happened with as much detail as possible, and the invalid AOP is filed in the Paternity Services Programs Manager’s office. In order to change the child’s birth certificate back to listing the legal father as the father of the child, the Paternity Services Programs Manager sends a certified copy of the District Court Order to OSDH Division of Vital Records along with a letter of explanation.

If the Team member finds the mother was married to a man other than the man who signed the AOP; the child was born during the marriage or within 300 days after the mother’s marriage was terminated by death, annulment, declaration of invalidity, dissolution of marriage or after decree of separation; and that this man did not sign a denial of paternity before the child’s second birthday, then the Team member brings that AOP to the Paternity Services Programs Manager. The Paternity Services Programs Manager verifies this is the case and then sends an AOP But No Denial Letter, along with a blank Denial of Paternity form, to the mother only if the child is less than two years of age. The Paternity Services Programs Manager then checks the automated system to see if there is an existing FGN for the parties on the case. If there is, the Paternity Services Programs Manager will make a caselog entry detailing the action just taken on the case.

If the Team member finds an Adult Child’s Consent of Paternity was completed, but no Acknowledgment of Paternity was signed, the Team member brings that Adult Child’s Consent of Paternity to the Paternity Services Programs Manager. The Paternity Services Programs Manager verifies this is the case and then sends an Adult Child Consent But No AOP Letter, along with a blank Acknowledgment of Paternity, to the mother. The Paternity Services Programs Manager then checks the automated system to see if there is an existing FGN for the parties on the case. If there is, the Paternity Services Programs Manager will make a caselog entry detailing the action just taken on the case.

If the Team member finds an AOP was completed for a person over the age of eighteen years, but no Adult Child’s Consent of Paternity was signed, the Team member brings that AOP to the Paternity Services Programs Manager. The Paternity Services Programs Manager verifies this is the case and then sends an AOP But No Adult Child Consent Letter, along with a blank Adult Child’s Consent of Paternity, to the mother. The Paternity Services Programs Manager then checks the automated system to see if there is an existing FGN for the parties on the case. If there is, the Paternity Services Programs Manager will make a caselog entry detailing the action just taken on the case.

If the Team member finds the AOP is not legally sufficient (i.e., not signed by both parties, not witnessed, etc.), the Team member brings the AOP in question, along with the research, to the Paternity Services Programs Manager. The Paternity Services Programs Manager reviews the AOP and then mails an <AOP Form Letter> and blank AOP to the mother, explaining what needs to be done to get the AOP processed. The Paternity Services Programs Manager then checks the automated system to see if there is an existing FGN for the parties on the case. If there is, the Paternity Services Programs Manager will make a caselog entry detailing the action just taken on the case.

If the Team member finds a Rescission of AOP was completed, the team member brings the Rescission to the Paternity Services Programs Manager for processing. The Paternity Services Programs Manager verifies the Rescission was signed within 60 days from the most recent signature if signed by two adults or 60 days from turning age 18 if signed by minor parent(s).

  • If the Rescission was completed timely, the Paternity Services Programs Manager uses DCHG to update the child’s legal name to the mother’s last name. The Paternity Services Programs Manager then updates the CHU screen to reflect the correct legal status, which is “M.” The date entered is the date the Rescission was signed. The Paternity Services Programs Manager then completes the <AOP Rescission Letter> and sends it, along with a copy of the Rescission (with the SSN blacked out), to the non-signing party. The Paternity Services Programs Manager then makes a caselog entry.

Example: Received Rescission for [child’s name], DOB _______, signed by [party’s name] on [date signed]. AOP was signed on [date signed]; Rescission is valid. Updated CHU’s legal status to M, and child’s last name to mother’s. Letter sent to [non-signing party] explaining same. Rescission remains on file at STO pending district office request. [Paternity Services Programs Manager’s signature]

The Team member prints off the CSML screen, staples it to the Rescission, and highlights the FGN.

  • If the Rescission was not completed timely, the Paternity Services Programs Manager sends a modified <AOP Form Letter> to the signing party explaining the Rescission is not valid and CSS records will not be updated with the information. If the case is open on the automated system, the Paternity Services Programs Manager sends an email to the District Office Manager explaining what has happened. This Rescission will not be imaged onto AppXtender since it is not a valid document. The Paternity Services Programs Manager will make a caselog entry.

Example: Received Rescission for [child’s name], DOB __________, signed by [party’s name] on [date signed]. AOP was signed on [date signed]; the Rescission is not valid, in that it was signed more than 60 days after the AOP was signed. Sent letter to [non-signing party] explaining same. Rescission is filed in Paternity Services Programs Manager’s office but not imaged on AppXtender.

Original on file in Paternity Services Programs Manager’s office. [Paternity Services Programs Manager’s signature]

The Paternity Services Programs Manager staples a copy of the form letter to the invalid Rescission.

At the end of each workday, the Team member accesses the paternity database on the P: drive, opens the Team member’s data entry folder, and enters the FGNs of the cases processed that day, along with one of three selections for the action taken on that case: 1) new build, 2) change, or 3) add a child. When all have been entered, the Team member puts the AOPs in numerical order by FGN, clips them together, and puts the packet in the basket to send to the Imaging Center.

When documents are received back from the Imaging Center, they are filed by FGN and maintained in the CCP Office at CSS’s State Office. If CSS employees encounter a problem on AppXtender searching for AOPs by FGN or SSN, reference AppXtender Search Instruction Sheet.

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