Integration and coordination in the civil registration and vital statistics systems

1. Integration and coordination in the civil registration and vital statistics systems

2. Presentation plan • Civil registration system and coordination within the system 3. Coordination between the two systems 2. Vital statistics system and coordination within the system

3. Civil registration system Continuous, permanent, compulsory, universal recording of the occurrence and characteristics of vital events in accordance with the legal requirements in each country

4. Civil registration system - centralized Interior, home affairs, Justice or Health National Statistics, planning or finance Coordinating committee Civil Registration Vital Statistics Regional level Local level

5. Civil registration system - decentralized Professional association/working committee National office General legal oversight or cooperative, advisory State/province level CR/VS CR/VS CR/VS Local level

6. Types of civil registration organisation in ESCWA countries – pre-workshop assignment • Centralised civil registration system: • Jordan, Oman, Palestine, Qatar, Yemen • Decentralised civil registration system: • Bahrain, Iraq

7. Coordination in the civil registration system • Uniform legislation and regulation nationwide: procedure for each registration function is clearly stated in a manual and disseminated at each level • Legal requirement for reporting vital events • Definitions of vital events • Design and use of collection forms • Training, education and publicity campaigns • Copy issuance • Burial permits, recognitions, legitimations, adoptions, amendments and delayed registration • Coding, data-entry and verification methods • Classifications and tabulations • Changes to current year records • In a decentralised system, one has to: enforce consistency among states/provinces, use of joint-government committees or professional association might assist

8. Coordination in the civil registration system • Inter-agency coordinating committee • with each reporting sources – evaluating and monitoring the completeness and reliability of registration procedure • Hospitals, clinics, courthouses, private physicians, midwives, funeral directors, cemetery operators • Inspect records in other sources, site visits, communication • With users and potential users of civil registration records and vital statistics – strengthen the demand and attention to civil registration • Family planning programmes, immunization campaigns

9. Coordination in the civil registration system • Other communications • Communication with next level administration (between local registration office, regional level and national level) – provide motivation, establish protocols, and integrate local operations within national programme • Communication in both directions • Periodic meeting • Site visits

10. Vital statistics system • It collects information by civil registration or enumeration on the frequency of occurrence of specified and defined vital events as well as relevant characteristics of the events themselves and of the persons concerned • The production of vital statistics covers all the steps from the data collection up to their dissemination: collection, compilation, processing, analysis, evaluation, presentation and dissemination of data in statistical forms

11. Sources of data for the vital statistics system Civil registration Population census Samples surveys The vital statistics Sample registration Health services Administrative records

12. Coordination in the vital statistics system • Uniform legislation and regulation nationwide, across all sources • Definition of vital events • Characteristics of persons experiencing these events (occupation, education attainment, place of usual residence etc) • Base population – for vital rates (residents/non-residents/both)

13. Coordination in the vital statistics system • Good communication among various offices – uniform processes and practices are followed at every level throughout the system • Both directions • Periodic workshops and conferences, national conventions, newsletters, travelling field consultants and communications through electronic networks

14. Coordination in the vital statistics system • Inter-agency coordinating committee • With reporting sources • With users • At least once a year

15. Civil registration and vital statistics system Institutional, legal, technical settingsto conduct civil registration in a technical, sound, coordinated and standardized manner throughout the country Hospital Centraloffice(national level) Localregistrationoffice Midwife, father, mother, other NationalStatistics office

16. Vital statistics obtained from civil registration data • Registration forms Note: In some countries and for certain events, the same form is used as: Legal document/Medical certificate/Statistical report Thus, the same document is used as proof of the occurrence of the event, as the vital record and statistical report Vital record Statistical report - Component of the register - Needs to be preserved in a formal and permanent way - Checked and transmitted to the institutions responsible for vital statistics

17. Coordination betweencivil registration and vital statistics systems • Define clear administrative and management roles • Coordinating committee • Legal issues, operational perspectives or ad-hoc • Time table for data reporting from local office to central office • Monitor data reporting: accurate, timely and complete • Standardise coding systems, data editing and tabulation • Consistant definitions and standards – made widely available • Definitions of vital events • Geographic areas, health care facilities and demographic variables – hospital-based mortality and natality data for comparison purposes • Coding of vital events – cause of deaths coding • Coding of special conditions on birth records – abnomality? • Social-economic variables – education, occupation • Consistent with international standards

18. Coordination activities in ESCWA countries: pre-workshop assignments • An coordination committee at national level: • Bahrain • Qatar • Oman • Central office provide guidance to local civil registration offices: • Copies of laws/regulations, handbooks or instructions on civil registration/service training/direct advice (Bahrain, Jordan, Palestine, Yemen)

19. THANK YOU!