PROGRAM OPERATIONS MANUAL SYSTEMPart GN – GeneralChapter 003 – EvidenceSubchapter 12 – Sources of Vital Statistics Records outside the U.S.Transmittal No. 11, 08/16/2024
Audience
Originating Component
OISP
Effective Date
Upon Receipt
Background
In addition to the summary of changes below, we corrected hyperlinks and updated the titles. We also changed Foreign Service Post (FSP) to Federal Benefit Unit (FBU).
Summary of Changes
GN 00312.318 Philippines – Vital Statistics Records
Title - changed the title to reflect the type of records in the Philippines
Subsection A:
expanded on the process of obtaining Philippines civil registry documents (CRDs);
explained the ways the Manila FBU can request CDRs; and
stated how the Manila FBU requests Baptismal Certificates.
Subsection B - included the types of CDRs.
Subsection C - incorporated information currently in subsection B.
Subsection C.1.a -included information
Subsection C.1.b -added what to request for birth and baptismal records.
Subsection C.1.c -provided updated information on fees.
Subsection C.1.d -included the need for written authorization.
Subsection C.2 - .reworded the paragraph on contacting the Manila FBU
The Federal Benefits Unit (FBU) in Manila requests CRDs from the Philippines Statistics Administration (PSA) and Local Civil Registry (LCR), on behalf of claimants due to the difficulty of individuals securing their own records directly from the above sources.
The PSA is the national civil registry in the Philippines.
The Manila FBU can request CRDs from the PSR (1) in-person via the Civil Registry Service (CRS), Civil Registration Services Division (CRSD) Office at PSA Complex, East Ave Quezon City, (2) by email at crs.crsdverification@psa.gov.ph, or (3) online through the:
PSAHelpline,ph; and
PSASerbilis.
Individuals can get further help by phone at the PSAHelpline Hotline (02) 8737-1111.
Although the PSA maintains most CRDs, their database is incomplete. In situations where the PSA does not have a CRD, the Manila FBU will contact the LCR to request the CRD. Each LCR has different requirements, and some require requests to be submitted in-person by a Field Representative.
The Manila FBU can request baptism records from the church or chapel where the baptism took place for a Baptismal Certificate.
CRDs are as follows:
Certificate of Live Birth (COLB);
Certificate of Marriage (COM);
Advisory on Marriages (AOM);
Certificate of Death (COD);
Certificate of No Marriage (CENOMAR);
Court Decision/Legal Instrument (CDLI);
Annotated CRD (CRD subject to Court Decrees and Administrative Corrections or changes); and
Certificate of Foundling/Certificate of Live Birth of Persons with no known parents.
Prepare an e562 and send to the FBU in Manila, District Office Code (DOC), 382. For more information on using the e562 to request assistance from the FBU, refer to GN 00904.220.
Include the following on the e562 for birth records:
Full name at birth and all other names used;
Full names of both parents; and
Date and place of birth.
Include the following on the e562 for baptism records:
Date of baptism;
Name (not just denomination) and location of the church in which the claimant was baptized; and
Claimant's baptismal name, if different from the name used at the time of filing.
Fees depends on the type of service and are subject to change. Advise the claimant to inquire with the respective issuing agency or the church or chapel for fee amounts. Provide further instructions to the claimant as stated in GN 00312.001B.2.
Obtain the claimant's written authorization to release the claimant's information (see GN 00307.757D). Diary the request for 90 days for follow-up action.
Request CRDs using the methods in GN 00312.318A. Include the claimant's written authorization for the PSA and LCR to release the claimant's information. For Baptismal Certificates contact the church or chapel where the baptism took place.