STEPS IN SECURING DOCUMENTS

AT THE

OFFICE OF THE CITY CIVIL REGISTRAR

I.                   Registration / Issuance of Certificate of Live Birth (COLB)

A.                 On-Time Registration:

1.                  Brief Description:

-         The birth of a child is an essential event and it should be registered at the Office of the Civil Registrar within a thirty (30)- day reglamentary period from the time of birth. It is not only for identification purposes, but it is also required by various agencies in availing of their services.

2.                  Client:

a)      Parents/ Guardians

b)      Attendant at Birth

c)      Hospital Authorities – for children born in the hospital

3.                  Provider:

a)      Persons Concern

b)      Registration Officer

c)      Registration Clerks              

4.                  Requirement:

a)      Marriage Contract of Parents

b)      Signature of Attendant at Birth

c)      Barangay Midwife’s Ceritification of the circumstances of the birth.

d)      For unmarried parents, personal appearance of the father at the City Civil Registrar’s Office and his recent community tax certificate (If the child is to be acknowledged or the father is willing to admit paternity of the child).

5.                  Starting Activity:

-         Receiving clerk receives/ reviews/ scans the documents presented on a first come, first served basis.

-         Assigning of registry number and encoding.

-         Signing of documents.

6.                  Ending Activity:

-         Finally,  releasing clerk releases the document.

B.                 Delayed Registration

1.                  Brief Description:

-         For those who will be registered after  the thirty (30)- day

reglamentary period from the time of birth.

2.                  Client:

a)      Parents/ Guardians

b)      Attendant at Birth

c)      Persons who have reached legal age but whose facts of births have not been reported  at the Civil Registrar’s Office.

3.                  Provider:

a)      Persons Concern

b)      Registration Officer

c)      Registration Clerks

4.                  Requirement:

a)      NSO- Negative Certification of Birth

b)      Baptismal Certificate of the Child

c)      Marriage Contract of Parents

d)      Signature of Attendant at Birth (If still living)

e)      Affidavit of two (2) disinterested persons

f)        Recent Community Tax Certificate of the informant

g)      At least (3) documentary evidences/ public document showing correct full name, date of birth, and place of birth of the child.

h)      If parents are not married, personal appearance of the father at City Civil Registrar’s Office and his recent community tax certificate (if the child is to be acknowledged or if the father is willing to admit paternity of the child.

i)        Sworn statement of the mother/ or sworn statement of the father/ grandmother and grandfather in lieu of the mother (if the mother is deceased or her whereabouts are unknown) and recent community tax certificate.

5.                  Starting activity:

a)      Receiving clerk receives/ reviews/ scans the documents presented on

a first come, first served basis.

          b)  Releasing clerk informs the client of the date of release of the Cert.  

                of Live Birth in compliance with the (10)- day posting period.   

6.                  Ending Activity:

-         Releasing Clerk records and issues Certificate of Live Birth.

II.                Registration / Issuance of Death Certificate:

A.                 Brief Description:

1.                  It shall be the responsibility of the nearest relative or spouse who has knowledge of the death to report the same within forty-eight (48) hours  if the deceased died without medical assistance.

2.                  The health officer shall examine the deceased and shall certify as to the cause of death and direct the registration of the death certificate to the Office of the Civil Registrar within thirty (30)- day reglamentary period.

B.                 Client:

1)      Spouse

2)      Children

3)      Relatives of the deceased or the nearest kin or barangay official as the case may be.

C.                 Provider:

1)      Registration Officer/ Clerks

2)      Embalmer

3)      City Health Officer

4)      Revenue Collection Officer

D.                 Requirement:

1)      If death occurred at home ( on-time registration )

a)      Personal appearance of the informant who should be a relative of the deceased.

b)      Barangay Certification on the circumstances surrounding the death.

2)      If death occurred in the hospital ( on-time registration)

                                                                    -  Death Certificate prepared by the hospital

                                                         3) Sworn statement is required if registration is delayed even

                                                              when death either happened at home or in the hospital.

E.                  Starting Activity:

1)      Registration officer/ clerk prepares the death certificate after interviewing the informant, on a first come, first served basis.

2)      Issues a copy of the accomplished but unregistered death certificate so that the embalmer and health officer  could sign it.

3)      Instructs the informant to pay corresponding fees  at the Treasurer’s Office.

F.                  Ending Activity:

-         After recording and assigning registry number, releasing officer releases the death certificate

III.             Registration of Marriage Certificate:

A.                 Brief Description:

In ordinary marriage, the time for submission of the certificate of marriage is with in fifteen (15) days following the solemnization of marriage while in marriage exempt from license requirement, the prescribed period is thirty (30) days, at the place where the marriage was solemnized.

B.                 Client:

a.       Secretaries of Parish Church

b.      Court’s Liaison Officer

c.       Local Chief Executive’s (  Mayor’s ) Staff

d.      Owners of the Document

C.                 Provider:

-         Registration Officer/ Clerks

D.                 Requirement:

a.       Marriage Certificate

b.      Sworn statement of the applicant for delayed registration.    

E.                  Starting Activity:

a.       Registration Officer/ Clerk receives duly accomplished marriage certificate in quadruplicate  copies, on a first come, first served basis.

        7.        Ending Activity:           

     a.    Releasing Officer/ Clerk releases the duly registered marriage

                                                            certificate after recording.

b.      For delayed registration, the client should be informed of the date of release of registration in compliance with the ten (10)- day posting period.

IV.              Issuance of Certified True Copies of Births, Deaths, and Marriages:

A.                 Brief Description:

-         Civil Registry documents such as birth, marriage, and death certificates may be availed of by securing a certified true copies from the office.

B.                 Client:

Owner or relatives of those whose births, deaths, and marriages happened in Roxas City .

C.                 Provider:

a.       Registration Officer/ Clerks

b.      Researchers

c.       Revenue Collection Officer

D.                 Requirement:

-         Request Form filled-out with complete data.

E.                  Starting Activity:

a.       Receiving clerk receives the filled-out request form on a first come, first served basis.

b.      Researcher checks the availability of the document.

c.       Registration clerk informs client of the status of the requested document and instructs client to pay corresponding fees.

d.      Registration Officer certifies the document.

F.                  Ending Activity:

a.       Releasing Officer/ Clerk releases the certified true copies  requested.

b.      “Not-Available Certifications” are issued to those whose records are not included in the existing files.