Commission adopts rule changes for freestanding multidisciplinary teams; adds secure database and peer-review site visits

The Oklahoma Commission on Children and Youth voted to adopt rule changes that codify procedures for annual reviews of freestanding multidisciplinary teams (MDTs), authorize alternating staff and peer-review site visits, and require entry of structured case information into a secure database.

The vote followed a presentation from Marsha Johnson of commission staff, who summarized the rulemaking process and public comment period. "The NRI was published in the Oklahoma Register on Dec. 16," Johnson said, referring to the notice of rulemaking intent that opened written comments and a public hearing.

The commission's nut graf: the rules are intended to strengthen oversight and data collection for freestanding MDTs while protecting confidential information. The rules add standardized evaluation tools, establish an annual review process that includes both desk reviews and site visits, and require teams to enter specified case-level data points into a secure, access-restricted system maintained for quality assurance and analysis.

Opponents at the public hearing and several commission members raised concerns about three topics: the use of peer reviewers, the privacy of sensitive case data, and whether the agency has statutory authority to delegate site visits to peer reviewers. An individual representing a child advocacy center argued that peer review could compromise the quality of reviews and that data requirements were vague. Commission staff responded that MDT coordinators would receive training and standardized evaluation forms and that the rules exempt confidential information and require protection of sensitive data pursuant to statute. Assistant Attorney General Sandra Bowser confirmed the agenda language provided notice that the commission would consider adopting rule changes.

District Attorney Tessa Hicks and other commissioners pressed staff on outreach to tribal partners and district attorneys after concerns surfaced in public comment; staff said they had not received formal notice of objections directly from tribal partners or DAs but acknowledged the comment and explained the agency had extended the written-comment period to allow broader input.

Staff and several commissioners also explained the database need: existing paper-based reporting limited oversight, and a secure database would help the agency verify counts, perform data cleaning, and identify patterns across counties (for example, children with multiple MDT reviews in different jurisdictions). Staff said the database vendor and hosting were approved by the state CIO and that access would be restricted to staff and approved contractors with a demonstrated need.

Commissioners debated whether the statutory language is sufficiently broad to permit delegation of site visits to peer reviewers. Assistant Attorney General Sandra Bowser said the statute is broadly written but noted that the legislature and governor ultimately approve rules and might have a different view. Commission members asked staff to be prepared to justify statutory authority during rule review and to consult further if concerns persist.

After discussion, a motion to adopt the proposed rules was made and seconded. The commission then called the roll; the recorded votes at the roll call indicated approval. The chair declared the motion passed.

Ending: Commission staff said they will proceed with implementation: training MDT coordinators on the evaluation tools, finalizing database access controls with the vendor and the state CIO, and communicating the process and timelines to MDTs. The agency also noted it will continue outreach to tribal partners and district attorneys to address outstanding concerns.