Provision of copy of the birth document of an individual available in the PSA Civil Registry Database (converted documents).
| Office or Division: | Regional Statistical Services Office (RSSO) | |
| Classification: | Simple | |
| Type of Transaction: | Government-to-Citizen (G2C) | |
| Who may avail: | General public of legal age (18 years old and above) | |
| CHECKLIST OF REQUIREMENTS | WHERE TO SECURE | |
| By Type of Requester | PSA Civil Registry System– Regional Outlet | |
| 1. Principal (Document Owner) | ||
| Valid Identity Document (ID) complete with CLEAR PHOTO, FULL NAME IN PRINT, SIGNATURE and issued by an official authority (1 original) | Government Agencies , Non-Government Organizations, Private entities, Schools/Colleges/Universities (i.e., DFA, LTO, PRC, IBP, GSIS, SSS, PhilPost, Pag-IBIG, COMELEC, NBI, AFP, PNP) | |
| Completely filled-up Application Form (AF) - Birth Certificate (White Form) accomplished in PRINTED LETTERS (1 copy) | Information Marshal’s booth of Application Area PSA Civil Registry System– Regional Outlet | |
| 2. Authorized Representative | ||
Valid Identity Document (ID) of the document owner complete with CLEAR PHOTO, FULL NAME IN PRINT, SIGNATURE and issued by the official 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. | Document owner (i.e., DFA, LTO, PRC, IBP, GSIS, SSS, PhilPost, Pag-IBIG, COMELEC, NBI, AFP, PNP) | |
| Valid Identity Document (ID) of the authorized representative complete with CLEAR PHOTO, FULL NAME IN PRINT, SIGNATURE and issued by an official authority (1 original and 1 photocopy) | Government Agencies, Non-Government Organizations, Private entities, Schools/Colleges/Universities (i.e., DFA, LTO, PRC, IBP, GSIS, SSS, PhilPost, Pag-IBIG, COMELEC, NBI, AFP, PNP) | |
Authorization letter or duly 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. | Document owner | |
| Completely filled-up Application Form (AF) - Birth Certificate (White Form) accomplished in PRINTED LETTERS (1copy) | Information Marshal’s booth of Application Area PSA Civil Registry System– Regional Outlet | |
| 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 requesting immediate family member of the document owner complete with CLEAR PHOTO, FULL NAME IN PRINT, SIGNATURE and issued by an official authority (1 original and 1 photocopy) | Government Agencies, Non-Government Organizations, Private entities, Schools/Colleges/Universities (i.e., DFA, LTO, PRC, IBP, GSIS, SSS, PhilPost, Pag-IBIG, COMELEC, NBI, AFP, PNP) | |
| Completely filled-up Application Form (AF) - Birth Certificate (White Form) accomplished in PRINTED LETTERS (1copy) | Information Marshal’s booth of Application Area PSA Civil Registry System– Regional Outlet | |
| 4. Special Cases Clients | ||
| 4.1 Guardian of document owner who is a minor or below 18 years of age. | ||
Court decision assigning the requester as legal guardian (1 original and/or photocopy) and/or; Duly notarized Affidavit of Guardianship (1 original) supported by any of the following: 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) | Clerk of the appropriate Court that rendered the decision Lawyer/Notary Public Office of the Barangay where the Guardian currently resides Educational institution recognized by the Department of Education. | |
| Valid Identity Document (ID) of the Guardian complete with CLEAR PHOTO, FULL NAME IN PRINT, SIGNATURE and issued by an official authority (1 original and 1 photocopy) | Government Agencies, Non-Government Organizations, Private entities, Schools/Colleges/Universities (i.e., DFA, LTO, PRC, IBP, GSIS, SSS, PhilPost, Pag-IBIG, COMELEC, NBI, AFP, PNP) | |
| Completely filled-up Application Form (AF) - Birth Certificate (White Form) accomplished in PRINTED LETTERS (1 copy) | Information Marshal’s booth of Application Area PSA Civil Registry System– Regional Outlet | |
| 4.2 Nearest of kin of a deceased person (Brother/Sister/Grandparent) | ||
Duly notarized Affidavit of Kinship (1 original) | Lawyer/Notary Public | |
Valid Identity Document (ID) of the nearest of kin requesting the document complete with CLEAR PHOTO, FULL NAME IN PRINT, SIGNATURE and issued by an official authority (1 original and 1 photocopy) | Government Agencies, Non-Government Organizations, Private entities, Schools/Colleges/Universities (i.e., DFA, LTO, PRC, IBP, GSIS, SSS, PhilPost, Pag-IBIG, COMELEC, NBI, AFP, PNP) | |
| Completely filled-up Application Form (AF) - Birth Certificate (White Form) accomplished in PRINTED LETTERS (1 copy) | Information Marshal’s booth of Application Area PSA Civil Registry System– Regional Outlet | |
| 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 valid ID indicating his/her age complete with CLEAR PHOTO, FULL NAME IN PRINT, SIGNATURE and issued by an official authority (1 original) | Office of the Senior Citizen Affairs (OSCA) and/or Local Government Units (LGUs) | |
| Completely filled-up Application Form (AF) - Birth Certificate (White Form) accomplished in PRINTED LETTERS (1 copy) | Information Marshal’s booth of Application Area PSA Civil Registry System– Regional Outlet | |
| 5.2 Physically Challenged Client/PWD requesting for his/her own document, spouse, parents and son/daughter | ||
| PWD ID Card complete with CLEAR PHOTO, FULL NAME IN PRINT, SIGNATURE and issued by an official authority (1 original) | National Council on Disability Affairs (NCDA) Office of the Mayor, Office of the Barangay, Department of Social Welfare and Development or other organization with Memorandum of Agreement with the Department of Health. | |
| Completely filled-up Application Form (AF) - Birth Certificate (White Form) accomplished in PRINTED LETTERS (1 copy) | Information Marshal booth of Application Area PSA Civil Registry System– Regional Outlet | |
| 5.3 Pregnant Woman requesting for her own document, spouse, parents and son/daughter | ||
| Valid Identity Document (ID) of the pregnant woman complete with CLEAR PHOTO, FULL NAME IN PRINT, SIGNATURE and issued by an official authority (1 original) | Government Agencies, Non-Government Organizations, Private entities, Schools/Colleges/Universities (i.e., DFA, LTO, PRC, IBP, GSIS, SSS, PhilPost, Pag-IBIG, COMELEC, NBI, AFP, PNP) | |
| Completely filled-up Application Form (AF) - Birth Certificate (White Form) accomplished in PRINTED LETTERS (1 copy) | Information Marshal’s booth of Application Area PSA Civil Registry System– Regional Outlet | |
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 Certification from his/her place of residence (1 original) | Punong barangay or his/her authorized officer | |
Oath of Undertaking executed by the First Time Job Seeker (1 original and 1 photocopy) | Office of the Barangay where the First Time Job Seeker currently resides | |
| Valid Identity Document (ID) of the First Time Job Seeker complete with CLEAR PHOTO, FULL NAME IN PRINT, SIGNATURE and issued by an official authority (1 original and 1 photocopy) | Government Agencies, Educational Institutions (i.e., DFA, LTO, PRC, IBP, GSIS, SSS, PhilPost, Pag-IBIG, COMELEC, NBI, AFP, PNP) | |
| Completely filled-up Application Form (AF) - Birth Certificate (White Form) accomplished in PRINTED LETTERS (1 copy) | Public Assistance and Complaint Desk inside the PSA Civil Registry System– Regional Outlet | |
| CLIENT STEPS | AGENCY ACTIONS | FEES TO BE PAID | PROCESSING TIME | PERSON RESPONSIBLE |
| 1. Get an Application Form - Birth Certificate (White Form) from the Information Marshal’s booth and fill-out the required information in PRINTED LETTERS. | 1.1 Ensure that the necessary AF-Birth Certificate is made available at the Information Marshal’s booth. | None | 5 minutes | Information Marshal, PSA Civil Registry System– Regional Outlet Team Leader, PSA Civil Registry System– Regional Outlet Outlet Supervisor, PSA Civil Registry System– Regional Outlet or Outlet Manager/ Regional Director, RSSO |
2. Submit the required documents to the Payment Window for completeness check. - Regular Clients Payment Windows - Priority Clients Payment Windows - First Time Job Seeker, proceed to Public Assistance and Complaint Desk (PACD) inside the outlet | 2.1 Screen the AF and the requirements. 2.2 Encode the details of the request. 2.3 Return the ID and/or authorization letter/SPA to the requester as it will be presented and submitted to the Releasing Officer prior to the issuance of the requested document. For first time job seeker: 2.4 Stamp the submitted requirements as officially “Received by” PSA, indicate therein the date of 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. | None | 10 minutes | Collecting Officer, PSA Civil Registry System– Regional Outlet PACD Officer, PSA Civil Registry System– Regional Outlet Team Leader, PSA Civil Registry System– Regional Outlet Outlet Supervisor, PSA Civil Registry System– Regional Outlet or Outlet Manager/ Regional Director, RSSO |
3. Pay the corresponding fee for the request. Reminder: Check the details in the issued Official Receipt (OR). Make sure to count the change before leaving the counter. | 3.1 Accept the corresponding payment and generate an Official Receipt (OR). 3.2 Indicate therein the OR the date and estimated time of release. For first time job seeker: Remind him/her that he/she can avail of the free copy issuance of his/her birth from the PSA only once. Inform him/her to wait for his/her name to be called at the Releasing Area. 3.3 Forward the AF to the Request Service Officer (RSO) for verification from the Civil Registry System (CRS) Database. | Total Fee Php 155.00 per copy Breakdown: Processing Fee: -Php 125.00 Documentary Stamp Tax -Php 30.00 Pursuant to RA 11261, the issuance of one (1) copy of the birth certificate for a first time job seeker is to be issued for FREE | 10 minutes | Collecting Officer, PSA Civil Registry System– Regional Outlet PACD Officer, PSA Civil Registry System– Regional Outlet Team Leader, PSA Civil Registry System– Regional Outlet Outlet Supervisor, PSA Civil Registry System– Regional Outlet or Outlet Manager/ Regional Director, RSSO |
| 4. Proceed to the Releasing Area. | 4.1 Verify from the CRS database the 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. | None | 2 hours Reminder:
Processing time maybe extended depending on the result of verification from the CICA System. | Request Service Officer, PSA Civil Registry System– Regional Outlet Help Desk Officer Unisys Managed Services Corp., Ground Floor, CVEA Bldg., PSA Complex East Avenue, Quezon City Production and Maintenance Unit (PMU), Civil Register Management Division (CRMD) – CRS Bldg., Quezon City Barcode Controller, PSA Civil Registry System– Regional Outlet Sorter/Matcher, PSA Civil Registry System– Regional Outlet Team Leader, PSA Civil Registry System– Regional Outlet Outlet Supervisor, PSA Civil Registry System– Regional Outlet or Outlet Manager/ Regional Director, RSSO |
| 5. Wait for the document owner’s name to be called. | 5.1 Announce in batch the names of the document owners/authorized representatives and the type of requests that are ready for release. | None | 20 minutes | Releasing Officer, PSA Civil Registry System– Regional Outlet Team Leader, PSA Civil Registry System– Regional Outlet Outlet Supervisor PSA Civil Registry System– Regional Outlet or Outlet Manager/ Regional Director, RSSO |
6. Fall in line at the Releasing Window where the client’s name was called. Present the OR and other requirements. | 6.1 Check the OR as to the scheduled date and time of release. 6.2 Require the claimant to present/submit the requirements and check for 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 Officer 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 Officer to inform the client on the re-scheduled date of release. | None | 10 minutes | Releasing Officer, PSA Civil Registry System– Regional Outlet Team Leader, PSA Civil Registry System– Regional Outlet Outlet Supervisor PSA Civil Registry System– Regional Outlet or Outlet Manager/ Regional Director, RSSO |
7. Check the document Sign the “Received by” portion at the back of the AF and indicate the date of receipt. | 7.1 Require the claimant to sign the “Received by” portion and indicate the date of receipt at the back of the AF. 7.2 Ensure to write in PRINT the name 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 Affix the initials of the Releasing Officer in the OR. 7.5 Release the requested document to the claimant. | None | 5 minutes | Releasing Officer, PSA Civil Registry System– Regional Outlet Team Leader, PSA Civil Registry System– Regional Outlet Outlet Supervisor, PSA Civil Registry System– Regional Outlet or Outlet Manager/ Regional Director, RSSO |
| TOTAL ESTIMATED PROCESSING TIME FOR SERVICE 4: COPY ISSUANCE OF BIRTH RECORD OR BIRTH CERTIFICATE (WALK-IN CLIENTS) AT PSA CIVIL REGISTRY SYSTEM, UNDER NORMAL CIRCUMSTANCES, IS THREE (3) HOURS EXCLUSIVE OF QUEUEING TIME. | ||||
