October 11, 2004 1

Accessing Child Support Program

Information

For Staff of

DHS – CAF &

DHS – SPD

October 11, 2004 2

Table of Contents

Objectives . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3 Requirements for DHS Staff Who Access CSP Information. . . . . . . . . . . .4 Overview of Access to and Confidentiality of CSP Information . . . . . . . . 5 ORS 25.260 (Confidentiality of Records; Rules) . . . . . . . . . . . . . . . . . . . . 6 OAR 137-055-1140 (Confidentiality of Records in the

Child Support Program) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .8 OAR 137-055-1145 (Access to Child Support Records) . . . . . . . . . . . . . .14 Conflict of Interest . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19 Access to CSP Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .21 DCS Federal Parent Locator Service (FPLS). . . . . . . . . . . . . . . . . . . . . . . 23 CSP Screens Quick Reference Guide. . . . . . . . . . . . . .. . . . . . . . . . . . . . . .24 DHS Central Office Contacts for More Information . . . . . . . . . . .. . . . . . .35

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Objectives Review of this document is intended to help DHS staff who access Child Support Program (CSP) information: Understand the revised confidentiality laws, rules and policies related to

accessing CSP information. Understand the penalties for violation of the confidentiality laws, rules

and policies related to accessing CSP information. Understand conflict of interest, how to report a potential conflict of

interest and the penalties for violating the conflict of interest policy. Determine what information is available on CSP screens or via

contacting the Division of Child Support (DCS) for different programs administered by DHS.

Become familiar with using CSP screens.

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Requirements for DHS Staff Who Access CSP Information

Any DHS worker who accesses information from CSP records, whether written, verbal or via computer, must: Read and follow:

ORS 25.260 (Confidentiality of records; rules) (pp. 6 - 7)

OAR 137-055-1140 (Confidentiality of Records in the Child Support Program) (pp. 8 - 13)

OAR 137-055-1145 (Access to Child Support Records) (pp. 14

- 18)

DHS Conflict of Interest Policy & Procedures (pp. 20 - 21) Be able to report a conflict of interest with a CSP case to their

supervisor using form DHS 0429 (available on-line at http://dhsforms.hr.state.or.us/forms/databases/FMPRO).

Complete the Individual User Profile (IUP) with their supervisor, read

the updated DHS Employee Handbook and sign the confidentiality statement included in the handbook. (The IUP form and the updated DHS Employee Handbook will be distributed to staff at a later date.)

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Overview of Access to & Confidentiality of CSP Information Access to CSP information is based on what access is allowed under state and federal law and rule. Whether a DHS worker has access to CSP information depends on what program the worker is administering and the purpose of the access. Confidentiality of CSP information is also based on federal and state law and rule. The primary laws and rules related to access to CSP information and confidentiality of CSP information are: ORS 25.260 (Confidentiality of Records; Rules) (revised by 2003 Legislature)

OAR 137-055-1140 (Confidentiality of Records in the Child Support Program)

(revised October 1, 2004) OAR 137-055-1145 (Access to Child Support Records) (revised October 1, 2004)

The full text of ORS 25.260, OAR 137-055-1140 and OAR 137-055-1145 are set out on the following pages. Prior to the beginning of the full text of each is a brief overview. The brief overview highlights those parts of the law and rules that are considered most important to DHS staff who access CSP information. You may choose to read only the brief overview. However, for a full understanding of the law and rules governing confidentiality and access, you must read the full text of the law and rules.

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ORS 25.260 (Confidentiality of Records; Rules)

BRIEF OVERVIEW

Pursuant to ORS 25.260:

CSP records, both computer and hard copy, may be used only as necessary for the administration of CSP.

CSP may exchange information with agencies administering Title XIX

(Medicaid) and Title IV-A (TANF) as needed to perform Title IV-A or IV-D or Title XIX responsibilities under state or federal law.

Penalties for violation of this law are in addition to any other penalties imposed

by law and are up to and including dismissal.

FULL TEXT ORS 25.260 Confidentiality of records; rules. (1) As used in this section, “Child Support Program” means the program created under ORS 409.021. “Child Support Program” includes the Administrator of the Division of Child Support of the Department of Justice or a district attorney, or the administrator’s or district attorney’s authorized representative. (2) Unless otherwise authorized by law, child support records, including data contained in the Child Support Program’s automated system, are confidential and may be disclosed or used only as necessary for the administration of the program. (3) In administering the Child Support Program, the program may: (a) In accordance with rules adopted under subsection (7) of this section, report abuse as

defined in ORS 419B.005 if the abuse is discovered while providing program services.

(b) Extract and receive information from other databases as necessary to carry out the program’s responsibilities under state and federal law.

(4) The Child Support Program may compare and share information with public and private entities as necessary to perform the program’s responsibilities under state and federal law. (5) The Child Support Program may exchange information with state agencies administering programs funded under Title XIX and Part A of Title IV of the Social Security Act as necessary for the Child Support Program and the state agencies to perform their responsibilities under state and federal law. (6) In addition to any penalty to which an individual may be subject under ORS 25.990, an employee of the Department of Justice, of a district attorney or of the Department of Human Services who discloses or uses the contents of any records in violation of

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subsection (2) of this section is subject to discipline, up to and including dismissal from employment. (7) The Department of Justice shall adopt rules consistent with federal regulations governing confidentiality of Child Support Program information.

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OAR 137-055-1140 (Confidentiality of Records in the Child Support Program)

BRIEF OVERVIEW

Pursuant to OAR 137-055-1140:

CSP case record includes the names of the obligor, obligee, beneficiary and any payee; addresses; name and address of the obligor’s employer; SSN’s; records of legal actions taken on case; record of accrual and billings; contents of any paper file maintained in connection with the case.

CSP records may be used for purposes directly connected with administration of

the following programs: Title IV-A (TANF), IV-D (Child Support) or XIX (Medicaid).

Workers with access to CSP computer or other records available to them as

employees of DHS are prohibited from accessing records that pertain to their own CSP case. Workers are also prohibited from accessing any CSP case that, if they were to access the case, may receive, or have the appearance of receiving, biased treatment. This is generally referred to as “conflict of interest.”

Tax records may not be disclosed by CSP for any reason.

Penalty for violation of this rule is progressive discipline up to and including

dismissal.

FULL TEXT 137-055-1140 Confidentiality of Records in the Child Support Program (1)(a) As used in this rule, “employee” means a person employed by the Department of Justice (DOJ) or a district attorney office that provides Child Support Program (CSP) services; (b) “Party” means any party to a support or paternity case or a party’s attorney. (2) For purposes of this rule, and subject to the limitations set forth in section (3) of this rule, the contents of a case record include, but are not limited to: (a) The names of the obligor, beneficiary and obligee or other payee; (b) The addresses of the obligor, beneficiary and obligee or other payee; (c) The address of record and address of service of the obligee, beneficiary or obligor; (d) The name and address of the obligor's employer;

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(e) The social security numbers of the obligor, the obligee and beneficiaries; (f) The record of all legal and collection actions taken on the case; (g) The record of all accrual and billings, payments and distribution of payments; (h) The narrative record; and (i) The contents of any paper file maintained for purposes of establishment and/or enforcement of a child support order or for accounting purposes. (3) Any data listed in section (2) of this rule or any other data that resides on the Child Support Enforcement Automated System (CSEAS) that is extracted from computer interfaces with other agencies' computer systems is not considered to be child support information until or unless the data is used for child support purposes. Until such data is used for child support purposes it is not subject to any exceptions to confidentiality and it may not be released to any other person or agency in any circumstance, except as provided in ORS 25.260(5) and as may be provided in other agency rule. (4) Child support case related records, files, papers and communications are confidential and may not be disclosed or used for purposes other than those directly connected to the administration of the CSP except: (a) Information may be shared as provided in ORS 25.260(5), OAR 137-055-1320 and 137-055-1360 and as may be provided in other agency rule; (b) Information may be shared for purposes of any investigation, prosecution or criminal or civil proceeding conducted in connection with the administration of: (A) Title IV-D of the Social Security Act, child support programs in Oregon and other states; (B) Title IV-A of the Social Security Act, Temporary Assistance to Needy Families; or (C) Title XIX of the Social Security Act, Medicaid programs; (c) Information may be shared as required by state or federal statute or rule; (d)(A) Elected federal and state legislators and the Governor are considered to be within the chain of oversight of the CSP. Information about a child support case may be shared with these elected officials and their staff in response to issues brought by constituents who are parties to the case; (B) County commissioners exercise a constituent representative function in county government for county administered programs. District attorney offices that operate child support programs may respond to constituent issues brought by county commissioners of the same county if the constituent is a party in a case administered by that office. District attorneys are DOJ sub-recipients. CSP Administration may also respond to constituent issues brought by county commissioners on district attorney administered child support cases where the constituent is a party;

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(C) Information disclosed under paragraphs (A) and (B) of this subsection is subject to the restrictions in section (6) of this rule; (e) When a party requires the use of an interpreter in communicating with the administrator, information given to such an interpreter is not a violation of any provision of this rule; and (f) A person who is the executor of the estate or personal representative of a deceased party is entitled to receive any information that the deceased party would have been entitled to receive. (5)(a) The CSP may release information to a private industry council as provided in 42 USC 654a(f)(5. (b) The information released under subsection (a) of this section may be provided to a private industry council only for the purpose of identifying and contacting noncustodial parents regarding participation of the noncustodial parents in welfare-to-work grants under 42 USC 603(a)(5). (c) For the purposes of this section, “private industry council” means, with respect to a service delivery area, the private industry council or local workforce investment board established for the service delivery area pursuant to Title I of the Workforce Investment Act (29 USC 2801, et seq.). “Private industry council” includes workforce centers and one-stop career centers. (6)(a) Information from a case record may be disclosed to a party in that case, except for the following personal information about the other party: (A) The residence or mailing address of the other party if that other party is not the state; (B) The social security number of the other party; (C) The name, address and telephone number of the other party's employers; (D) The telephone number of the other party; (E) Income and asset information of the other party; (F) Financial institution account information of the other party; and (G) The driver's license number of the other party. (b) Except for personal information described in subsection (a) of this section, information from a case record may be provided to a party via the CSP web page if appropriate personal identifiers, such as social security number, case number or date of birth are required to be provided in order to access such information.

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(7) Notwithstanding the provisions of subsection (6)(a), an employee may disclose personal information described in paragraphs (6)(a)(A) through (6)(a)(G) to a party, if disclosure of the information is otherwise required by rule or statute. (8) Any information from the case record, including any information derived from another agency, that was used for any calculations or determinations relevant to the legal action may be disclosed to a party. Where there is a finding of risk and order for nondisclosure of information pursuant to OAR 137-055-1160, all nondisclosable information must be redacted before documents are released. (9) Requestors may be required to pay for the actual costs of staff time and materials to produce copies of case records before documents are released. (10)(a) Information from case records may be disclosed to persons not a party to the child support case who are making contact with the CSP on behalf of a party, if the following conditions are met: (A) The person who is not a party to the case provides the social security number of the party for whom they are making the inquiry or the child support case number; (B) The person who is not a party to the case making the contact on behalf of the party is the current spouse or domestic partner of the party and residing with the party or a parent or legal guardian of the party; and (C) The CSP determines that the person is making case inquiries on behalf of the party and disclosure of such information would normally be made to the party in reply to such an inquiry. (b) Disclosure of information is limited to the specific inquiries made on behalf of the party and is subject to the restrictions in subsections (6)(a) and (b) of this rule. (11) Except as provided in subsections (10)(a) and (b) of this rule, information from a case record may not be disclosed to a person who is not a party to the case unless: (a) The party has granted written consent to release the information to the person; or (b) The person has power of attorney for the party, the duration and scope of which authorizes release of information from a case record at the time that the person requests such information. The power of attorney remains in effect until a written request to withdraw the power of attorney is submitted by the party or by the person, unless otherwise noted on the power of attorney. (12) A child support case account balance is derived from the child support judgment, which is public information, and from the record of payments, which is not. Therefore, the case balance is not public information, is confidential and may not be released to persons not a party except as otherwise provided in this rule. (13) Information obtained from the Internal Revenue Service and/or the Oregon Department of Revenue is subject to confidentiality rules imposed by those agencies even

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if those rules are more restrictive than the standards set in this rule, and may not be released for purposes other than those specified by those agencies. (14) Criminal record information obtained from the Law Enforcement Data System or any other law enforcement source may be used for child support purposes only and may not be disclosed to parties or any other person or agency outside of the CSP. Information about the prosecution of child support related crimes initiated by the administrator may be released to parties in the child support case. (15) Employees with access to computer records or records of any other nature available to them as employees may not access such records that pertain to their own child support case or the child support case of any relative or other person with whom the employee has a personal friendship or business association. No employee may perform casework on their own child support case or the case of any relative or other person with whom the employee has a personal friendship or business association. (16) When an employee receives information that gives reasonable cause to believe that a child has suffered abuse as defined in ORS 419B.005(1) the employee must make a report to the Department of Human Services as the agency that provides child welfare services and, if appropriate, to a law enforcement agency if abuse is discovered while providing program services. (17) Employees who are subject to the Disciplinary Rules of the Oregon Code of Professional Responsibility must comply with those rules regarding mandatory reporting of child abuse. To the extent that those rules mandate a stricter standard than required by this rule, the Disciplinary Rules also apply. (18) If an employee discloses or uses the contents of any child support records, files, papers or communications in violation of this rule, the employee is subject to progressive discipline, up to and including dismissal from employment. (19) To ensure knowledge of the requirements of this rule, employees with access to computer records, or records of any other nature available to them as employees, are required annually to: (a) Review this rule and the CSP Director’s automated tutorial on confidentiality; (b) Complete with 100 percent success the CSP Director’s automated examination on confidentiality; and (c) Sign a certificate acknowledging confidentiality requirements. The certificate must be in the form prescribed by the CSP Director. (20)(a) For DOJ employees, each signed certificate must be forwarded to DOJ Human Resources, with a copy kept in the employee’s local office drop file; (b) For district attorney employees, each signed certificate must be kept in accordance with county personnel practices.

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(21) Notwithstanding any other provision of this rule, an employee may release a party’s name and address to a local law enforcement agency when necessary to prevent a criminal act that is likely to result in death or substantial bodily harm. Stat. Auth.: ORS 25.260, 180.345 Stats. Implemented: ORS 25.260, 127.005, 411.320 Effective: October 1, 2004

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OAR 137-055-1145 (Access to Child Support Records)

BRIEF OVERVIEW

Pursuant to OAR 137-055-1145:

Workers administering Title IV-A (TANF) and Title XIX (Medicaid) may access CSP information including obligor name, SSN, date of birth, address and phone number; obligee name, SSN, date of birth and address; good cause, claim of risk or address of record indicators, if any; obligor’s employer’s name and address; child’s name, SSN and date of birth; whether health coverage is ordered and, if so, whether it is provided.

Workers administering the Food Stamp Program may access the CSP information

listed for Title IV-A and Title XIX above. However, before workers administering the Food Stamp Program may access this information, the client must have signed the DHS 415F and DHS 415R, which authorize the worker to access the CSP information.

Workers administering Title IV-A and Title XIX may access CSP information

either via CSP screens or via contact with DCS.

Workers who access CSP records via written records or via computer screens must:

Read the CSP confidentiality rules and the conflict of interest policy. Agree to follow the rules and policy. Agree to access CSP information only for the purposes for which

access is allowed as described in this rule.

When possible inappropriate use of CSP information is identified, the CSP Director, after consulting with the employee’s agency, will determine whether the use or disclosure likely occurred and the employee’s access to CSP records will either be revoked permanently or temporarily, if a determination by the IV-D Director is pending. Revocation of access is in addition to any other penalty for use or disclosure of confidential information that is in violation of law or policy.

FULL TEXT 137-055-1145 Access to Child Support Records (1) When information may be shared pursuant to ORS 25.260, this rule clarifies the type of information which may be accessed through automation or contact and who is authorized to access the information. (2)(a) Information which may be accessed from the Child Support Enforcement Automated System (CSEAS) records by an agency administering programs under Title IV-A of the Social Security Act may include: (A) Obligor name, social security number, date of birth, address and phone number;

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(B) Obligee name, social security number, date of birth and address; (C) Title IV-A case number; (D) Whether the case carries identifiers indicating: (i) There is a finding or determination of good cause under OAR 137-055-1090, 413-100-0830, 461-120-0350, 461-120-0360, 461-135-1200 or 461-135-1205; (ii) There is an order for nondisclosure of information pursuant to OAR 137-055-1160; or (iii) There is an address of record pursuant to OAR 137-055-1180; (E) Obligor employer name, address, federal identification number and wages; (F) Obligor unemployment compensation benefits; (G) Obligor’s gross quarterly compensation; (H) The name(s) of any state(s) with a child support case or order; (I) Child’s name, date of birth and social security number; (J) The date(s) and amount(s) of any support payment distributed and to whom or where it was distributed; and (K) Any information which is not considered confidential, including but not limited to the child support case number, caseload assignment and Child Support Program (CSP) employee roster. (b) Information which may be accessed from CSEAS records by an agency administering programs under Title XIX of the Social Security Act may include: (A) Obligor name, social security number, date of birth, address and phone number; (B) Obligee name, social security number, date of birth and address; (C) Title IV-A case number; (D) Whether the case carries identifiers indicating: (i) There is a finding or determination of good cause under OAR 137-055-1090, 413-100-0830, 461-120-0350, 461-120-0360, 461-135-1200 or 461-135-1205; (ii) There is an order for nondisclosure of information pursuant to OAR 137-055-1160; or (iii) There is an address of record pursuant to OAR 137-055-1180; (E) Obligor’s employer name, address, federal identification number and wages;

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(F) Obligor’s unemployment compensation benefits; (G) Obligor’s gross quarterly compensation; (H) The name(s) of any state(s) with a child support case or order; (I) Child’s name, date of birth and social security number; (J) Whether health care coverage is ordered; (K) Whether health care coverage is provided; (L) Insurer name, address and health insurance policy number; (M) The date(s) and amount(s) of any support payment made to the obligee; and (N) Any information which is not considered confidential, including but not limited to the child support case number, caseload assignment and CSP employee roster. (c) Information which may be accessed from CSEAS records by an agency administering programs under Title I, X, XIV or XVI of the Social Security Act, an agency administering the Food Stamp program, the State Employment Services Agency (including agencies which administer the unemployment compensation program), and agencies administering workers’ compensation programs is limited to obligor name, social security number and address and employer name, address and federal identification number. (A) Notwithstanding the provisions of subsection (2)(c), if an agency identified in that subsection receives a written consent to release information as provided in OAR 137-055-1140(11), the agency may have access to information that may be released to a party. (B) In addition to the information listed in subsection (2)(c), the State Employment Services Agency (including agencies which administer the unemployment compensation program) may have access to the history of the obligor’s employers’ names, addresses and federal identification numbers. (d) Information which may be accessed from CSEAS records by a private industry council, as defined in OAR 137-055-1140, is limited to obligor name, address, phone number and Title IV-A case number. (3) An agency administering a program identified in section (2) of this rule may obtain access for its employees to CSEAS records by entering into an interagency agreement with the Child Support Program (CSP). Any agreement must include provisions under which the agency seeking access agrees to put into place a process that ensures: (a) Each employee given access has read and understands the CSP rules and Division of Child Support conflict of interest policy; (b) Each employee given access agrees to abide by the terms of the CSP rules and policy;

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(c) Each employee given access agrees to access and use information only for the purposes for which access is allowed as described in this rule; (d) Employees can identify and be screened from conflict of interest cases; (e) The agency, on a regular basis, audits access by employees, including verification of the purpose for which information is accessed and provides the CSP with the results of the audit; (f) Violations are reported to the CSP, including the steps taken by the agency to prevent future violation; (g) Access is revoked as provided in section (4) of this rule; and (h) Access rights are updated, including notifying the CSP when an employee terminates or is transferred. (4) If an employee of an agency described in section (2) of this rule discloses or inappropriately uses the information covered by this rule: (a) The CSP Director, after consulting with the employee’s agency, will determine whether the disclosure or usage occurred or likely occurred; and (b) The employee’s access to information from CSEAS records will be revoked: (A) Temporarily, if a determination by the CSP Director is pending; or (B) Permanently, if a determination by the CSP Director is made that disclosure or usage occurred or likely occurred. (c) The provisions of this section are in addition to any other penalty for disclosure or usage of confidential information imposed by the employee’s agency or by any other provision of law. (5) CSP staff may disclose case information to an employee of an agency described in subsection (2)(a) when: (a) That agency’s employee requests specific information from a branch office; (b) The employee’s agency has entered into an agreement as provided in section (3) of this rule; and (c) The source of the information is not the Internal Revenue Service. (6) CSP staff may disclose information to an employee of an agency described in subsection (2)(b) when: (a) That agency’s employee requests specific information from a branch office;

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(b) The employee’s agency has entered into an agreement as provided in section (3) of this rule; and (c) The source of the information is not: (A) The Internal Revenue Service; (B) The National Directory of New Hires; or (C) The Federal Case Registry. (7) Information for which disclosure is allowed under section (5) or (6) of this rule may be accessed from CSEAS records if feasible. Stat. Auth.: ORS 25.260; ORS 180.345; ORS 180.380 Stats. Implemented: ORS 25.260 Effective: October 1, 2004

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Conflict of Interest DHS workers who access CSP information must:

Read the following DHS policy on conflict of interest with a child support case. Report any potential conflict of interest by following the procedure below.

DHS Policy on Conflict of Interest with a Child Support Case The following policy language is draft and, when final, will be inserted into the DHS Conflict of Interest Policy (AS-060-002) found at http://www.dhs.state.or.us/policy/admin/hr/060_002.htm. DHS employees shall notify their supervisor of any case of the Child Support Program (CSP) that may receive, or have the appearance of receiving, biased treatment if they continue to have access to a particular CSP case. The bias may be seen as favorable or unfavorable, but is seen as not the same treatment as “any other case” might receive. The DHS employee shall notify their supervisor in writing by completing the DHS 0429 and giving it to their supervisor. DHS employees shall not access their own CSP case file. The intentional access by an employee of his/her own child support case file is a breach of confidentiality. Intentional access may result in disciplinary action up to and including dismissal of the employee. If a DHS employee accesses their own CSP file, the employee must immediately notify their manager in writing by completing the DHS 0429 and giving it to their supervisor. Reporting Conflict of Interest with a Child Support Case The following procedure for reporting a conflict of interest is draft and, when final, will be inserted into the DHS Conflict of Interest Procedure (AS-060-002-01) found at http://www.dhs.state.or.us/policy/admin/hr/060_002_01.htm. A worker must notify their manager immediately if they are working a case with a potential conflict of interest or they access their own CSP case or a case with which they have a potential or actual conflict of interest. The worker’s manager is then responsible for taking appropriate action. To notify their manager of a conflict of interest, DHS workers must: Complete form DHS 0429. (The DHS 0429 is on-line at

http://dhsforms.hr.state.or.us/forms/databases/FMPRO.) Give the form to their manager.

Once the form has been submitted, the manager will determine if there is a conflict of interest. If the manager determines there is not a client of interest, the manager will forward the form to DHS Office of Human Resources (HR) and HR will file the form in the employee’s personnel file. If the manager determines there is a conflict of interest, the manager will forward the form to DHS Office of Human Resources (HR) and to the SPD or CAF contact listed on the form. HR will file the conflict of interest form in the employee’s personnel file. The SPD or CAF contact will block access for that worker to that particular CSP case so the

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worker with the conflict of interest will no longer be able to access the case via the computer screen. The worker also may not access CSP information for that CSP case via any other means, including via phone contact with DCS, for any purpose. Accessing Your Own CSP Case Workers with access to CSP computer or other records available to them as employees of DHS are prohibited from accessing records that pertain to their own CSP case. The intentional access by a DHS worker of his/her own CSP case is a breach of confidentiality. Intentional access may result in disciplinary action up to and including dismissal of the employee. If a worker accesses their own CSP case, the worker must immediately notify their manager in writing following the procedure above. Note: When a DHS worker has their own CSP case, the worker has the right to talk to their CSP caseworker and get any information that would be provided to any party to a child support case. When the worker has their own child support case, they also have the right to go to the DCS website at https://www.dcs.state.or.us/case_info/ to get information about their case. Violation Penalties for violation of CSP confidentiality policy are: Revocation of access to CSP information. Progressive discipline up to and including dismissal.

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Access to CSP Information Access to CSP Information via Computer Screen See pages 24 - 34 for a full explanation of each CSP screen listed below and tips for navigating each screen. 1. Workers administering Title IV-A (TANF), Title XIX (Medicaid) and Food Stamps have access to the following CSP screens:

SESR Displays CSP employee information including contact information.

SJ7F Displays CSP case information about obligor, obligee, beneficiaries, payments, claim of risk or good cause, etc.

SMAC Use to enter narrative information or send an alert to a CSP worker.

SMBN Displays beneficiary information.

SMIC Displays additional beneficiary information. (Access via SMBN.)

SMU1 Displays CSP case information about obligor, obligee, beneficiaries, legal actions on the case, etc.

SMUX Displays CSP cases by name, SSN or TANF case number.

SOYA Displays Oregon Youth Authority information pertaining to a CSP beneficiary.

SRCI Displays when and to checks were issued on a CSP case.

SRCD Displays individual detail of selected checks. (Access via SRCI.)

2. Child Welfare workers who are FRS’, SS1’s or SS2’s and Central Adoptions staff will have access to the 10 screens listed above. This is temporary access and will be reviewed at a later date. If a determination is made that access to one or more of the screens listed above will be removed for the FRS’, SS1’s, SS2’s or Central Adoptions staff, affected staff members will be notified. 3. Child Welfare workers who are not FRS’, SS1’s, SS2’s or Central Adoptions staff have access to the following CSP screens: SESR SMAC SMUX SOYA

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Access to CSP Information via Contact with DCS DHS workers administering Title IV-A, Title XIX or Food Stamps and Child Welfare FRS’, SS1’s, SS2’s and Central Adoptions staff can get the following information from contacting DCS: Any information the worker may get from accessing CSP screens. Information from CSP narratives that workers do not have access to via the computer

screen. The access via contact with DCS for Child Welfare FRS’, SS1’s, SS2’s and Central Adoptions staff is temporary access and will be reviewed at a later date. If a determination is made that access to CSP information will be changed for the FRS’, SS1’s, SS2’s or Central Adoptions staff, affected staff members will be notified. Access to DCS Federal Parent Locator Services (FPLS) for Titles IV-B and IV-E: For the purposes of establishing parentage or for establishing, setting, modifying or enforcing support, Child Welfare workers administering Title IV-B or IV-E may be able to get some information from DCS FPLS. For more information on FPLS, see the following page.

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DCS Federal Parent Locator Service Child Welfare Requests for Locate Information

The DCS Federal Parent Locator Service (FPLS) may be accessed when a written request is received from Child Welfare (CW) to locate someone who may have parental rights to a child.

Submitting a FPLS Request

All CW requests for FPLS information need to be made to the DCS FPLS contact person. These requests must be in writing and will usually be in the form of the CSF 01 0571 (Request For Information From The Federal Parent Locator Service), a letter from the court, a court order, or a letter from a federal or state agency.

The written request must:

• State the reason for the request;

• Include the full name, SSN and date of birth or approximate date of birth of the person sought.

If the Social Security number of the person being sought is unknown, DCS will make every reasonable effort to ascertain the individual's Social Security number before submitting the request to FPLS. If CW submits an incomplete request for FPLS information, the request will not be processed by DCS. If an incomplete request is submitted, DCS will send the CSF 01 0572G to CW, indicating that the request cannot be processed without complete information. Information from FPLS The only information that can be provided to CW from DCS FPLS on the individual sought is:

• Address of the individual;

• Verification of the Social Security number;

• Name, address and federal employer identification number of the employer of the individual;

• Information about income and benefits from employment, including health care coverage.

Response to a FPLS Request It can take up to 90 days to get a response from FPLS once it has been submitted by DCS. DCS will send any allowable information from FPLS to CW or will send a response to CW stating that no information was found.

October 11, 2004 24

Child Support Program Screens Quick-Reference

Note: Access to information on Child Support Program (CSP) screens depends on the program the worker is administering and the purpose of the access. This means that not all DHS staff will have access to the CSP screens below. As noted below, some CSP screens may require that a DHS worker enter a security ID in order to access the screen. For example, a Self-Sufficiency worker’s security ID is “A” followed by the first two digits of their branch number. SESR Displays CSP employee security id’s, caseloads, telephone and fax numbers and mailing addresses.

Navigating SESR: From a blank DHR screen, type SESR or on the SMU1 screen, type SESR

over “SMU1” and press enter. On the blank SESR screen, type in the worker’s name (space #4, 5, 6),

RAC-F number (space #2) or caseload identification number space (#3). Press enter.

(Note: The caseload identification number is found on the SJ7F screen. Locate the code on the top right of the screen, two fields to the left of the date.)

October 11, 2004 25

SJ7F Displays basic information regarding parents, caretakers, children, employers, TANF, child support obligation, arrears, payments and case status. Displays a grid when the case is coded good cause, claim of risk, address of record or medical enforcement only.

Navigating SJ7F:

On a blank mainframe screen, type: webm,find,SSN or webm,find,name. This takes you to the Find screen. Put in any character to the left of “SS” on the screen. Press F13 (shift F1).

This takes you to the SMU1 screen. To go from SMU1 to SJ7F: press F1 or type SJ7F over the top of

“SMU1” in the top left corner of the screen and press enter.

OR

On a blank mainframe screen, type: SJ7F,child support case number and press enter.

Function keys available on SJ7F: F3 to go to SMAC; F4 to go to SMBN;

F13 to go to SMU1. (Note: Narrative lines (noted after lines 601, 602 and 603on the screen above) will not appear on the SJ7F beginning October 1, 2004.)

October 11, 2004 26

SMAC Use to enter narrative information on a child support case or to send an alert to a child support worker. A narrative will appear on the DCS case log. An alert will appear on a DCS worker’s list of alerts. (However, since some DCS workers have hundreds of alerts on their alert lists, make sure to also call or send an email to the DCS worker if the information you are providing in the alert is time sensitive.)

To enter a narrative on SMAC:

From SMU1 or SJ7F, type SMAC over “SMU1” or “SJ7F” and press enter. Enter the action code (in space #1) and press enter. This brings up blank

narrative lines. Enter the narrative information (in space #2). Press enter. (Remember that once you press enter, you cannot change or

delete a narrative.) To enter an alert on SMAC:

From SMU1 or SJ7F, type SMAC over “SMU1” or “SJ7F” and press enter. Enter the action code (in space #1) and press enter. This brings up blank

narrative and blank alert lines. Enter the narrative information (in space #2). Enter the CSP worker’s SEA ID (in space #6) and DCS branch number (in

space #7) of the DCS worker who is to receive the alert. (To get the SEA ID and DCS branch number, access SESR by following the directions above under “SESR.” On the SESR screen, the SEA ID is listed after “Empl/Caseload.” The DCS branch number is listed after “Branch.”)

October 11, 2004 27

SMBN Displays available beneficiary information

Navigating SMBN:

From SMU1, type SMBN over SMU1. Following the child support case number add: your security ID,,beneficiary number and press enter. (The beneficiary number is listed on the SMU1 to the left of each child on the case.) For example, this would look like:

SMBN case number,A35,,101

October 11, 2004 28

SMIC Displays additional information on beneficiaries, including whether health insurance was ordered and policyholder’s name, that is not listed on SMBN. Can only get to SMIC through SMBN.

Navigating SMIC:

From SMBN, type SMIC over “SMBN” and press enter. Return to SMBN, SMU1 or SJ7F by typing the screen name over SMBN.

October 11, 2004 29

SMU1 Summary of case information, including basic information about the obligor and obligee (name, address, SSN, DOB, employer, case status, etc.), information about beneficiaries on the case, information about legal actions taken on the case, information about persons or agencies to which payments may be sent or received from another state responding to Oregon CSP requests for enforcement, and financial information.

Second page:

Navigating SMU1:

October 11, 2004 30

On a blank mainframe screen, type: webm,find,SSN or

webm,find,name. This takes you to the Find screen. Put in any character to the left of “SS” on the screen. Press F13 (shift F1).

This takes you to the SMU1 screen.

OR

On a blank mainframe screen, type: SMU1,child support case number and press enter.

On SMU1, page forward by typing p/n in the top, left corner. Go to the

last page by typing p/L. Page back by typing p/-1.

October 11, 2004 31

SMUX Displays child support cases by social security number, name of obligor/obligee or TANF case number. This screen may be accessed using the social security number for the obligor or obligee, the TANF case number; or the name of the obligor, obligee or pay-to.

Navigating SMUX:

On a blank mainframe screen, type: SMUX,SSN orSMUX, TANF case number or SMUX,last name,first name

(Note: You can also search by last name only, which will bring up all obligors and obligees with that last name.)

To select a case and go to SMU1, type > to the left of the case and press enter. To go to SJ7F, type F to the left of the case and press enter.

October 11, 2004 32

SOYA Displays Oregon Youth Authority (OYA) information pertaining to a beneficiary case. All referral information for an OYA case is displayed on this screen.

Navigating SOYA:

From a blank DHR screen or from an existing screen type: SOYA,beneficiary's SSN.

October 11, 2004 33

SRCI Identifies when and to whom checks were issued on a child support case. SRCI is used to check returned checks, outstanding checks and to whom checks were issued.

Navigating SRCI:

Go to the SMU1 screen following the instructions under SMU1 above. On the SMU1 Screen, type SRCI over “SMU1” and press enter. To go back to SMU1 from SRCI, type SMU1 over “SRCI” on the top left

corner and press enter. To go back to SJ7F from SRCI, type SJ7F over “SRCI” on the top left

corner and press enter.

October 11, 2004 34

SRCD Displays the individual detail of selected checks from the SRCI screen. Can only get to SRCD by going through SRCI.

Navigating SRCD: On the SRCI screen, type “S” in the space under “sel” and press enter. Go back to SRCI, SMU1 or SJ7F by typing the name of the screen over

“SRCD.”

October 11, 2004 35

DHS Central Office Contacts for More Information Dave Lyda (CAF/SSP – Acting Administrator of Self-Sufficiency &

Training Services) Amy Sevdy (CAF/SSP – Program Analyst)

Dianne Olson (CAF/CW – Child Support Coordinator)

Michel Fisher (CAF/CW – Child Support Specialist) Valinda Grant (CAF/CW – Child Support Specialist)

Linda Weight (CAF/Field Services – Operations Analyst)