124      TITLE IV- E / DPA Division of Public Assistance TRANSFER PROTOCOLS

This chapter describes case file transfer protocols to be used for children who enter or leave OCS Office of Children's Services custody. OCS Office of Children's Services will send all requests to DPA Division of Public Assistance Division Operations Support Team (DOST Division Operations Support Team) at dpadost@alaska.gov.  DOST Division Operations Support Team will either process the change or notify the appropriate DPA Division of Public Assistance office or team to take action on the case.

• This is an electronic transfer and there will be no physical transferring or copying of DPA Division of Public Assistance files or Title IV-E files. DPA Division of Public Assistance is not required to obtain birth certificates or other types of verification so there would be no relevant information in the physical file that would need to be transferred.
  
  

• All pertinent information for a Medicaid case is maintained in the Case Notes and OCS Office of Children's Services is held to the same case note requirement as DPA Division of Public Assistance.
  
  

• Cases registered to Full Service Office 060 will remain in 060.  Other DPA Division of Public Assistance offices are not to use 060.  The same is true for DPA Division of Public Assistance Full Service Office numbers and Title IV-E numbers.  For example, OCS Office of Children's Services will not use any DPA Division of Public Assistance numbers and vice versa.
   

• If OCS Office of Children's Services needs specific hard copy information, such as a copy of an out-of-state birth certificate, OCS Office of Children's Services will email DOST Division Operations Support Team. DOST Division Operations Support Team will then contact the appropriate DPA Division of Public Assistance office for the copy.
   

• For children born in Alaska, OCS Office of Children's Services obtains a birth certificate from Alaska Vital Statistics.
   

Refer to the program manuals for adequate and timely notice requirements when a child is taken into custody from a Temporary Assistance, SNAP Supplemental Nutrition Assistance Program, or Medicaid household.