A CPS caseworker initiates the ordering of certified copies of out-of-state birth certificates for children in DFPS conservatorship by following the steps described below. Each region has designated eligibility specialists who are able to order birth certificates through an online process with VitalChek.

Through VitalChek, designated eligibility staff are able to request certified copies of birth certificates for children in DFPS conservatorship born in the 49 states (excluding Texas); Washington, D.C.; and the following U.S. commonwealths and territories:

• American Samoa
• Guam
• Puerto Rico
• Virgin Islands

Steps for Ordering Out-of-State Birth Certificates

The child’s caseworker or designee completes the following:

• Complete Form 1745 Birth Certificate Request for Children In DFPS ConservatorshipPDF Document. The form must be completely filled in. The form will be returned to the requestor if incomplete.
• Create a scanned or electronic copy of the signed court order stating DFPS has temporary or permanent managing conservatorship of the child. Copies of signed court orders are acceptable as long as they have not been altered or written on by anyone other than the court.
• Submit the completed Form 1745 and scanned or electronic file court orders to the regional e-mail box for out-of-state birth certificate requests (for example, DFPS Region 01 Out of State Birth Certificates). If the orders are not attached to the e-mail, the request cannot be processed and will be returned to the requestor.

Once the request has been received, the eligibility specialist does the following:

• Processes the request through the VitalChek online website.
• Sends the requestor a confirmation email that the request has been received and processed.

Once the birth certificate is received, the designated eligibility specialist does the following:

• Forwards the birth certificate to the requestor.
• Sends the requestor an e-mail indicating that the birth certificate has being sent.