Comprehensive Workshop on Civil Registration Functions and Activities

1. Brisbane Accord Group Session 8. Civil registration operational functions and activities Civil Registration Process: Place, Time, Cost, Late Registration UNITED NATIONS STATISTICS DIVISION Workshop on Operation of Civil Registration, Vital Statistics and Identity Management Systems for East Asian Countries Hanoi, Vietnam, 13 - 17 November 2017 with

2. Focus on civil registration – Chapter II • Section A. Functional components • Storing and editing information • Section B. System activities • Responding to the public and its needs • Needs of information reporters • Use of personal documents • Section C. Civil registration system activities • Methods for integrating the functions of civil registration and statistics • Ways of bringing data into the system and storing them

3. Section A. Functional components • Registering births and deaths – informants • Live birth and foetal death – Head of health institution (if the event occurred in the institution); mother, father, attendant at the delivery, nearest relative of the mother, or any adult person with a knowledge of the fact • Infant death - Head of health institution (if the event occurred in the institution); mother, father, attendant at the delivery, nearest relative of the mother, or any adult person with a knowledge of the fact And the production of vital statistics is based • Death of an adult person - Head of health institution (if the event occurred in the institution) or the nearest relative of the descendent or any adult person with a knowledge of the fact • Marriage - the bride and the bridegroom • Divorce - either one of the parties, or the petitioner of divorce

4. Section A. Functional components • How to register events – three major factors • Type of the event • Births • Deaths … • Type and structure of the system • Centralized • Decentralized • Combination … • Place of occurrence • Health facility • Elsewhere

5. Section A. Functional components • Registering birth in health facility - centralized system • Health facility: issues notification of birth • Registrar • Validates the information • Registers the birth • Issues birth certificate • Enters the record in the population register and ID management system • Submits full information to statistical office • “Bedside information” example

6. Section A. Functional components • Registering birth occurring outside of health facility - centralized system • Notification of birth by: medical doctor, midwife, father … • Registrar • Validates the information • Registers the birth • Issues birth certificate • Enters the record in the population register and ID management system • Submits full information to statistical office • Witnesses if there is no notification form

7. Section A. Functional components • Registration of deaths • Death in the health facility • Death outside of the health facility – additional burden for the registrar • Unnatural deaths • Funeral director, cemetery manager – fills the notification form with necessary information • Cause of death • Underlying cause of death • Verbal autopsy

8. Section A. Functional components • Special processing requirements for registration records • Amendment of records • Early corrections • Filling gaps (father’s name …) • Change of name, sex • Adoption • Surrogate motherhood • Delayed birth registration • Grace period • Delayed registration • Late registration

9. Section B. System activities • Services to the public • Free and universal registration • Geographical coverage of civil registration offices • Accessibility • Mobile units • Preserving the records • Certified copies (online issuance …) • Amending records • Early corrections • Filling gaps (father’s name …) • Change of name, sex • Delayed registration

10. Section B. System activities • Field programme • Instruction manuals • Standard operating procedures – focus on local registrar • Field visits • Monitoring • Performance indicators – operational statistics • Workload – number of registration for each registrar – on monthly basis • Total number of certificates by event and by each registration office – quarterly – identifying sudden increases/decreases • Time series comparison • Basic rates – whether the demographic phenomena are within expected ranges • Average time for registration

11. Section C. Civil registration system activities • Coordination activities • Critical due to a number of components: health institutions, certification unit, registration unit, statistics unit, local offices … and ID management agency, where established • Standing Committee – all institutions – monthly or bi-monthly • Collection of forms • Design of forms (electronic or not) • Joint seminars, workshops • The new paradigm • Registration function incorporated in the identity management function – importance of implementing international standards for registration of vital events and production of comprehensive vital statistics • All three functions – registration, ID management and population register and production of vita l statistics –must be interoperable

12. Section C. Civil registration system activities • Necessary components • Use of identical definition – international standards • Use of standard classifications – international standards • Educational attainment • ICD … • Use of common codes and nomenclatures, especially for civil divisions • Intra-agency coordination • Depending on the set-up • Necessary, as agency functions are heterogeneous