Copy Issuance of Birth

Record or Birth
Certificate (Walk-in
clients) at PSA Civil
Registry System–
Regional Outlet
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Copy Issuance of Birth Record or Birth Certificate

CO-FO Regional O!ces

O!ces Civil Registry System Outlet
Services Regional Outlet
Unit Division
Regional Statistical Services O!ce
Internal/External External
Service Specifications
Copy Issuance of Birth Record or Birth Certificate
Provision of copy of the birth document of
an individual available in the PSA Civil
Registry Database (converted documents).

O!ce or Regional Statistical Servic

Division:

Classification: Simple

Type of Government-to-Citizen (G
Transaction:

Who may General public of legal ag

avail: above)

CHECKLIST OF WHERE
REQUIREMENTS

By Type of Requester PSA Civil

Regional

1. Principal (Document
Owner)

Valid Identity Document (ID) Governm

complete with CLEAR PHOTO, Governm
FULL NAME IN PRINT, Private e
SIGNATURE and issued by an Schools/
o!cial authority (1 original)
(i.e., DFA,
SSS, PhilP
COMELEC

Completely filled-up Application Informat

Form (AF) - Birth Certificate of Applic
(White Form) accomplished in
PSA Civil
PRINTED LETTERS (1 copy)
Regional

2. Authorized Representative

Valid Identity Document (ID) of Documen

the document owner complete
(i.e., DFA,
with CLEAR PHOTO, FULL NAME
SSS, PhilP
IN PRINT, SIGNATURE and issued
COMELEC
by the o!cial authority (1
original and 1 photocopy)

Reminder:

For authorization letter/Special

Power of Attorney (SPA)
received from abroad,
document owner should
provide a scanned/photocopy
of the passport as valid ID.

Valid Identity Document (ID) of Governm

the authorized representative Governm
complete with CLEAR PHOTO, Private e
FULL NAME IN PRINT, Schools/
SIGNATURE and issued by an
(i.e., DFA,
o!cial authority (1 original and 1
SSS, PhilP
photocopy)
COMELEC

Authorization letter or duly Documen

notarized Special Power of
Attorney (1 original) complying
with the following
requirements:

1) written in a clean sheet of

paper and

dated;

2) indicate the type of

document, the

number of copies and the

specific details

of the document to be
requested

3) indicate the complete name

of the

authorized representative; and

4) bear the fresh signature of

the document

owner that matches his/her ID.

Completely filled-up Application Informat

Form (AF) - Birth Certificate of Applic
(White Form) accomplished in
PSA Civil
PRINTED LETTERS (1copy)
Regional

3. Immediate Family Member

of the Document Owner:
Spouse (Husband/Wife),
Direct Descendant
(Son/Daughter), and
Biological or Legal Parent
(Father/Mother)

Valid Identity Document (ID) of Governm

requesting immediate family Governm
member of the document Private e
owner complete with CLEAR Schools/
PHOTO, FULL NAME IN PRINT,
(i.e., DFA,
SIGNATURE and issued by an
SSS, PhilP
o!cial authority (1 original and 1
COMELEC
photocopy)

Completely filled-up Application Informat

Form (AF) - Birth Certificate of Applic
(White Form) accomplished in
PSA Civil
PRINTED LETTERS (1copy)
Regional

4. Special Cases Clients

4.1 Guardian of document

owner who is a minor or
below 18 years of age.

Court decision assigning the Clerk of t

requester as legal guardian (1 that rend
original and/or photocopy)
Lawyer/N
and/or;

O!ce of
Duly notarized A!davit of
the Guar
Guardianship (1 original)
supported by any of the Educatio
following: recognize
Departm
1) Barangay Certification that
the minor is

in the custody of the requesting

party/guardian (1 original)

2) School ID/Report Card of the

minor that

indicates the name of the

requester as

Guardian (1 original and 1

photocopy)

Valid Identity Document (ID) of Governm

the Guardian complete with Governm
CLEAR PHOTO, FULL NAME IN Private e
PRINT, SIGNATURE and issued by Schools/
an o!cial authority (1 original
(i.e., DFA,
and 1 photocopy)
SSS, PhilP
COMELEC

Completely filled-up Application Informat

Form (AF) - Birth Certificate of Applic
(White Form) accomplished in
PSA Civil
PRINTED LETTERS (1 copy)
Regional

4.2 Nearest of kin of a

deceased person
(Brother/Sister/Grandparent)

Duly notarized A!davit of Lawyer/N

Kinship

(1 original)

Valid Identity Document (ID) of Governm

the nearest of kin requesting the Governm
document complete with CLEAR Private e
PHOTO, FULL NAME IN PRINT, Schools/
SIGNATURE and issued by an
(i.e., DFA,
o!cial authority (1 original and
SSS, PhilP
1 photocopy) COMELEC

Completely filled-up Application Informat

Form (AF) - Birth Certificate of Applic
(White Form) accomplished in
PSA Civil
PRINTED LETTERS (1 copy)
Regional

5. Priority Clients

5.1 Senior Citizen requesting

for his/her own document,
spouse, parents and
son/daughter

Senior Citizen’s ID Card or any O!ce of

valid ID indicating his/her age A#airs (O
complete with CLEAR PHOTO, Governm
FULL NAME IN PRINT,
SIGNATURE and issued by an
o!cial authority (1 original)

Completely filled-up Application Informat

Form (AF) - Birth Certificate of Applic
(White Form) accomplished in
PSA Civil
PRINTED LETTERS (1 copy)
Regional

5.2 Physically Challenged

Client/PWD requesting for
his/her own document,
spouse, parents and
son/daughter

PWD ID Card complete with National

CLEAR PHOTO, FULL NAME IN A#airs (N
PRINT, SIGNATURE and issued by Mayor, O
an o!cial authority (1 original) Departm
and Deve
organizat
Memoran
with the
Health.

Completely filled-up Application Informat

Form (AF) - Birth Certificate Applicati
(White Form) accomplished in
PSA Civil
PRINTED LETTERS (1 copy)
Regional

5.3 Pregnant Woman

requesting for her own
document, spouse, parents
and son/daughter

Valid Identity Document (ID) of Governm

the pregnant woman complete Governm
with CLEAR PHOTO, FULL NAME Private e
IN PRINT, SIGNATURE and issued Schools/
by an o!cial authority (1
(i.e., DFA,
original)
SSS, PhilP
COMELEC

Completely filled-up Application Informat

Form (AF) - Birth Certificate of Applic
(White Form) accomplished in
PSA Civil
PRINTED LETTERS (1 copy)
Regional

6. First Time Job Seeker (RA

11261)

Reminder:

Request for a copy issuance of

birth certificate cannot be
delegated to a representative
and can only be availed once.

Duly signed Barangay Punong b

Certification from his/her place authorize
of residence (1 original)

Oath of Undertaking executed O!ce of

by the First Time Job Seeker (1 the First
original and currently

1 photocopy)

Valid Identity Document (ID) of Governm

the First Time Job Seeker Educatio
complete with CLEAR PHOTO,
(i.e., DFA,
FULL NAME IN PRINT,
SSS, PhilP
SIGNATURE and issued by an
COMELEC
o!cial authority (1 original and 1
photocopy)

Completely filled-up Application Public As

Form (AF) - Birth Certificate Complain
(White Form) accomplished in PSA Civil
PRINTED LETTERS (1 copy) Regional

CLIENT AGENCY FEE

STEPS ACTIONS PAI

1. Get an 1.1 Ensure that the Non

Application necessary AF-Birth
Form - Birth Certificate is made
Certificate available at the
(White Form) Information
from the Marshal’s booth.
Information
Marshal’s
booth and fill-
out the
required
information in
PRINTED
LETTERS.

2. Submit the 2.1 Screen the AF Non

required and the
documents to requirements.
the Payment
2.2 Encode the
Window for
details of the
completeness
request.
check.

2.3 Return the ID

- Regular
and/or
Clients
authorization
Payment
letter/SPA to the
Windows
requester as it will
- Priority be presented and
Clients submitted to the
Releasing O!cer
Payment
prior to the
Windows
issuance of the

- First Time requested

Job document.

Seeker, For first time job

proceed to seeker:

Public
2.4 Stamp the
Assistance
submitted
and
requirements as
Complaint
o!cially “Received
Desk (PACD)
by” PSA, indicate
inside the
therein the date of
outlet
receipt and collect
them.

2.4.1 Attach
requirements to
the AF and label it
as Pro-Bono.

2.4.2 Record the

request in the
logbook for control
and reporting
purposes.

3. Pay the 3.1 Accept the Tota

corresponding corresponding Php
fee for the payment and per
request. generate an O!cial
Brea
Receipt (OR).
Reminder:
Proc
3.2 Indicate therein
Check the Fee
the OR the date
details in the
and estimated time -Php
issued O!cial
of release.
Receipt (OR). Doc
For first time job Stam
Make sure to
seeker:
count the -Php
change Remind him/her
before leaving that he/she can Purs

the counter. avail of the free RA

copy issuance of issu

his/her birth from one

the PSA only once. of th

Inform him/her to cert

wait for his/her a fir

name to be called job

at the Releasing to b

Area. for F

3.3 Forward the AF

to the Request
Service O!cer
(RSO) for
verification from
the Civil Registry
System (CRS)
Database.

4. Proceed to 4.1 Verify from the Non

the Releasing CRS database the
Area. request on the
basis of details that
has been written
by the requester in
the AF.

As per business
rule, RSO must
conduct at least
four (4) unique
queries from the
CICA System.

4.1.1 In the event

that after
verification, there
are special
cases/situations
that needs to be
addressed/resolved
first by the
concerned Back-
End Processing
Unit, RSO to log
the problem to the
CRS Help Desk
System (HDS) with
the following
information:

-Image ID No.

-Transaction
Number

-Complete details
of the request

-Description of the
problem

4.1.2 RSO to wait

for the notification
from the HDO if the
image is okay and
ready for printing.

4.1.3 In case the

situation cannot be
resolved within the
day, RSO to inform
the TL and OS.

4.1.4 TL to inform
the client on the
situation and on
the rescheduled
date of release.

4.2 Print the result

of the verification
of the request in
CRS Security Paper
 (SECPA).

4.2.1 In case the

image of the birth
document from the
CRS database is
blurred, RSO to
attach a note to
the AF-Birth
Certificate with a
message “Blurred
Image” to inform
the Document
Controller and
Matcher/Sorter.

4.3 Control the

printed document
in the SECPA in
using the QMS
Releasing Manager
application.

4.4 Match and sort

the printed
document with the
corresponding AF-
Birth Certificate.

4.5 Forward the

document ready
for release to the
Releasing Area.

5. Wait for the 5.1 Announce in Non

document batch the names of
owner’s name the document
to be called. owners/authorized
representatives
and the type of
requests that are
ready for release.

6. Fall in line 6.1 Check the OR as Non

at the to the scheduled
Releasing date and time of
Window release.
where the
6.2 Require the
client’s name
claimant to
was called.
present/submit the
Present the requirements and
OR and other check for
requirements. correctness and
completeness
before releasing
the request.

6.2.1 In case the

image of the birth
document from the
CRS Database is
blurred, Care
O!cer to explain
to the client the
quality of the
printed document.

Reminder:

The client must be

given an option for
a clearer copy of
the birth document
through re-
scanning of the
image.

6.2.2 If the client

agreed to have the
requested birth
document
subjected to re-
scanning, Care
O!cer to inform
the client on the
re-scheduled date
of release.

7. Check the 7.1 Require the Non

document claimant to sign
the “Received by”
Sign the
portion and
“Received by”
indicate the date of
portion at the
receipt at the back
back of the
of the AF.
AF and
indicate the 7.2 Ensure to write
date of in PRINT the name
receipt. of the claimant, the
type of ID
presented, ID
number, releasing
window number
and date and time
of release.

7.3 Stamp the OR as

“RELEASED” and
indicate the date of
release.

7.4 A!x the initials

of the Releasing
O!cer in the OR.

7.5 Release the

requested
document to the
claimant.

TOTAL ESTIMATED PROCESSING TIME FO

RECORD OR BIRTH CERTIFICATE (WALK-IN
SYSTEM, UNDER NORMAL CIRCUMSTANC
QUEUEING TIME.

Attachment Size

280.04
Copy Issuance of Birth
KB
Record or Birth
Certificate (Walk-in
clients) at PSA Civil
Registry System–
Regional Outlet

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