Library: Policy
340:75-3-140. Child Abuse and Neglect Information System (CANIS) also known as KIDS
Revised 9-14-24
(a) Legal basis for CANIS. The Child Abuse and Neglect Information System is a permanent, computerized record-keeping system Child Welfare Services maintains, per Section 1-2-108 of Title 10A of the Oklahoma Statutes (10A O.S. § 1-2-108) that requires the maintenance of all reports of child abuse, sexual abuse, and neglect made pursuant to the provisions of the Oklahoma Children's Code. Only authorized Oklahoma Human Services (OKDHS) staff may inquire and report to the information system.
(b) Fees for CANIS search. OKDHS may charge a fee, up to $35.00, for each CANIS search conducted for a prospective guardian of a child not in OKDHS custody and all other household members 18 years of age and older. The court receives a background check for a prospective guardian and all other household members 18 years of age and older, consisting of a review of a national fingerprint-based criminal background check, a search of the Oklahoma Department of Corrections' files maintained per the Sex Offenders Registration Act, and a search of the child abuse and neglect information system maintained for review by authorized entities by the OKDHS, per 30 O.S. § 2-101.
INSTRUCTIONS TO STAFF 340:75-3-140
Revised 9-14-24
1. Purpose of Child Abuse and Neglect Information System (KIDS). The purpose of KIDS, the permanent, computerized record-keeping system Child Welfare Services uses and maintains, is to:
(1) provide central storage of information pertaining to reports of child abuse and neglect in Oklahoma;
(2) serve as a tracking system for reports of child abuse and neglect; and
(3) provide raw data for statistical analysis of child abuse and neglect reports.
2. (a) Inquiring and reporting to KIDS. Only authorized Oklahoma Human Services (OKDHS) staff may inquire and report to the information system. Authorized staff and functions are listed in (1) through (5) of this subsection.
(1) Child Welfare Services (CWS) staff, assessing or investigating reports of suspected child abuse and neglect, inquires and makes reports to the information system.
(2) OKDHS foster and adoptive home staff inquires into the information system to determine if any persons in the household applying to become a foster or adoptive home were involved in any child abuse or neglect allegations assessed or investigated by OKDHS.
(3) Reasons CWS staff may inquire into the information system are:
(A) for internal administrative purposes;
(B) to respond to inquiries from persons who, as a part of their official duties, have responsibilities directly connected with child abuse laws, prosecution, or delivery of services, such as the district attorney (DA), law enforcement, or another state's Child Protective Services (CPS) agency; or
(C) to respond to a non-custodial parent's inquiry about a child abuse assessment or investigation involving his or her child. The inquiring parent provides verification of his or her identity and that he or she is the child's parent. Verification is in the form of a written, notarized statement or other proof, including the child's birth certificate, court order, or other such document.
(i) When there is a pending investigation or other current CWS involvement with the parent's child, the parent is referred to the assigned child welfare (CW) specialist and supervisor.
(ii) When the parent is aware that he or she was the subject of a previous assessment or investigation for which the parent did not receive notification of the assessment conclusions or investigative findings, the appropriate letter of conclusions or findings, per Oklahoma Administrative Code (OAC) 340:75-3-520(b), is sent to the parent.
(iii) When CWS staff previously assigned to the case is still employed in CWS within that county, the parent is referred to that CW specialist and supervisor to request a copy of Form 04KI019E, Notification Concerning Finding(s) of Child Abuse/Neglect.
(iv) When CWS staff previously assigned to the case is no longer employed in that county or position, the CWS CANIS staff provides the Form 04KI019E, Notification Concerning Finding(s) of Child Abuse/Neglect to the parent upon verification of identity. CWS CANIS staff verifies identity by:
(I) comparing demographic information the parent provides with what is listed in OKDHS record(s) including but not limited to dates of birth, Social Security number, and prior address; and
(II) reviewing Oklahoma driver license, other state issued identification, or passport identification.
(v) The parent is advised that a court order is required to release any other confidential CWS information except in the circumstances in this Instruction.
(4) Child Care Services (CCS) licensing staff may inquire into the information system to determine if any person who signs the application for family child care home license or the owner of a child care facility has had a previous report of child abuse, neglect, or both. CCS staff may inquire only when the applicant submits a signed Form 07LC004E, Request for License – Child Care Facility.
(5) Office of Client Advocacy has access to KIDS to document reports of abuse and neglect in above-foster care settings.
(b) Assessment or investigation inquiry and reporting. CWS staff involved in child abuse assessments or investigations follows the procedures outlined in (1) through (3) of this subsection for inquiring and reporting to the information system.
(1) CWS staff inquires into the information system on each report of suspected child abuse, neglect, or both, as soon as possible after receiving the report. CWS staff or authorized clerical personnel access this information by checking KIDS.
(2) The CW specialist enters a record of all child abuse and neglect assessments or investigations on KIDS. Assessments or investigations determined to be the result of an exercise of reasonable parental discipline are not maintained as a permanent record in the information system, per OAC 340:75-3-140 Instructions to Staff #2. All other assessments or investigations are permanently maintained. When there is an existing or ongoing assessment or investigation and a new report regarding the family is received, the report is entered into KIDS.
(3) When an assessment or investigation shows the reported incident is the result of reasonable parental discipline, CPS Programs Unit staff is notified by KIDS. CPS Programs Unit staff conducts a review of the assessment or investigation. If CPS Programs Unit staff agrees the determination was made in accordance with CPS guidelines, the district office is notified through KIDS that the referral and investigation information will be expunged. CPS Programs Unit staff makes expungement arrangements.
(c) All entries on KIDS related to the documentation of the assessment or investigation, particularly in the KIDS Abuse/Neglect Information and Investigation Findings screens, are considered the information system, per the Oklahoma Children's Code.
3. Inquiries from non-OKDHS entities and out-of-state CPS agencies. All inquiries and requests for child abuse and neglect background searches or placement assessment for safety planning purposes from non-OKDHS entities within Oklahoma and from out-of-state DA offices, law enforcement agencies, CPS agencies, or other entities are referred to the CWS CANIS Unit for search purposes and response.
(1) Inquiries are submitted on official agency letterhead and include identifying information for the persons being searched. A stated reason for the information request is included in the letter.
(2) Requests are emailed to CANISCPS@OKDHS.ORG.
4. Inquiries by guardianship applicants for a child not in OKDHS custody. OKDHS conducts a KIDS search for private guardianship applicants and adult household members 18 years of age or older. The prospective guardian and adult household member:
(1) completes a written request for a KIDS search using Form 04MP077E, Request for Child Abuse and Neglect Information System Search; and
(2) submits Form 04MP077E with verification of the court filings to the CWS CANIS Unit as directed on the form. Search results are forwarded to the court and judge presiding over the private guardianship case within 30-calendar days of receipt of all required documents.
5. Inquiries by private adoptive applicants for a child not in OKDHS custody. OKDHS conducts a KIDS search for private adoption applicants and adult household members 18 years of age or older. The private adoptive applicant, adoption agency, or other person authorized to conduct home-study investigations:
(1) completes a written request for a KIDS search using Form 04AN028E, Request for Child Abuse and Neglect Information System Search; and
(2) submits Form 04AN028E, with verification of adoption filings, to the CWS CANIS Unit as directed on the form. Search results are forwarded to the agency or authorized person conducting the home-study for the private adoption within 30-calendar days of receipt of all required documents.
6. Inquiries by CASA agencies for volunteer or employee applicants. OKDHS conducts a KIDS search for all court-appointed special advocate (CASA) volunteers or those to be employed by CASA programs.
(1) The CASA applicant completes a written request for a KIDS search using Form 04MP079E, Request for Child Abuse and Neglect Information System Search and returns it to the prospective CASA agency.
(2) The CASA agency submits the form to the CWS CANIS Unit as directed on the form. Search results are forwarded to the CASA agency or authorized person conducting CASA requests within 30-calendar days of receipt of all required documents.
