REFERENCE: CHILDREN’S DIVISION 

DISCUSSION: 

The purpose of this memorandum is to introduce to staff an enhanced diligent search mechanism established through a contractual agreement between the Department of Social Services and the Department of Revenue (DOR). The Children’s Division (CD) now has the capability to search in Missouri only for a biological parent, step parent, adoptive parent, legal guardian, or a relative of a child in the custody of the CD whose identity or location is unknown. Designated personnel have been authorized limited inquiry access to DOR’s Division of Motor Vehicle (DMV), General Registration (GRS) and Marine electronic systems to complete location searches.

ACCESS: 

Pursuant to the Driver’s Privacy Protection Act (DPPA) of 1994, 18 U.S.C. SS2721, information accessed through motor vehicle or driver’s license records is highly confidential and restricts public disclosure of personal information contained in DMV records. Designated staff shall abide by all federal laws and state statutes, common law and the Code of State Regulations of the State of Missouri relating to the access and use of these systems. Those designated staff shall also maintain all documentation for a minimum of five (5) years, as required by the DPPA, and make them available to the motor vehicle division upon request.

The DMV system can only be accessed for CD business purposes. Access for any other purpose other than what is stated in the terms of the contractual agreement is forbidden and could result in disciplinary action, up to and including suspension, dismissal, and civil or criminal court action. Designated staff are not to disclose confidential driving records to anyone without a business-related need to know.

DESIGNATED PERSONNEL: 

The following is a listing of designated staff in each Region who have been trained and have inquiry access to complete a diligent search through Missouri’s DMV:

Central Office 

The following staff person at Central Office will be utilized as support for field staff when their designated person is unavailable or if technical assistance is necessary: 

Belinda Luke, Program Development Specialist 

Cindy Wilkinson, Program Manager 

All logon issues will need to be directed to the ITSD help desk at 1-800-392-8725 or 573-751-3811 for resolution.

PROTOCOL FOR REQUESTING A SEARCH: 

Staff must first proceed with their regular methods of locating an absent parent through the completion of the CS-IV-E Eligibility referral process upon a child entering CD custody. Staff should refer to those steps identified in Section 4, Chapter 4, Attachment A of the Child Welfare manual before requesting designated personnel to begin their enhanced search.

Throughout the life of a case, the identity of an absent parent or relative may be identified whose whereabouts are unknown. Staff may request their designated staff perform a search of the DMV screens to locate those individuals by completing the CD88 REQUEST FOR LOCATION SERVICES form. (Form and Instructions are attached.) A search will not be performed without the completion of the CD-88. This new form was designed specifically for staff to use as a tool to assist in completing and documenting their reasonable efforts to perform a diligent search to locate absent parents or relatives, as required by the Program Improvement Plan (PIP), Council on Accreditation (COA) and House Bill 1453. 

Record searches may be conducted in the DMV, GRS or Marine systems in a variety of ways, such as by:

• Name (last, first) 
• Social Security Number (SSN)
• Driver’s license number, 
• License plate number, 
• Vehicle identification number (VIN)

If only a partial name, SSN, or driver’s license number exists, the system may still be searched. Once the authorized staff person completes the search, the only information supplied to the worker will be the information provided on the form, and staff should not request other information which may be included in the system as this violates the contractual agreement. No personal information regarding the individual’s driving record will be provided to the worker due to the highly confidential nature of the systems.

NOTIFICATION PROCEDURE 

When a search is successful the worker should contact the individual by means of a certified, registered letter. Due to the confidential nature of a child’s case, no identifying information should be provided in the letter. The letter may state that the individual’s name was provided to our agency as a parent or relative to a child in our custody as a possible placement resource. If the individual responds to the letter, the worker should verify their identity (by age/social security number/date of birth, or other identifying information as documented on the CD-88). Once the individual’s identity has been verified, the child’s identity can be released. If the individual desires to be considered as a placement resource, staff should proceed by completing a background check on the individual.

DOCUMENTATION 

Case managers should document all information in the Assessment and Treatment section of their case files and file the form in the Forms Section. Pursuant to RSMo 210.127, the following has been added to Section 4, Chapter 7 “the division is to provide a search progress at each court hearing until the parent is either identified and located or the court excuses further search.” This policy also applies to relative searches.