Printed or electronic copy of valid CRS Appointment Slip (1 copy) bearing the name of the client that will transact in the PSA Civil Registry System Outlet.

Reminder:

§ If the client is an authorized representative, the CRS Appointment Slip should be in his/her name.

If applicable, properly filled-out Health Survey Form (1 copy); or

Updated QR Code of the COVID-19 Digital Contact Tracing App

Entry points of the PSA Civil Registry System Outlets;

Or at the CRS Appointment System

Google Play Store or Apple App Store

AF dispenser at the PSA Civil Registry System Outlet;

Or at the CRS Appointment System

If the request for Copy Issuance of civil registry document will be availed at the PSA Civil Registry Outlet hosted by the Local Government Unit:

Original Copy of the Official Receipt (OR) from Local Government Unit (LGU) as proof of payment of the LGU Add-on Fee as per City Ordinance. (1 copy)

Government Agencies, Non-Government Organizations, Private entities, Schools/Colleges/Universities

(i.e., PhilID, DFA, LTO, PRC, IBP, GSIS, SSS, PhilPost, Pag-IBIG, COMELEC, NBI, AFP, PNP)

Valid Identity Document (ID) of document owner complete with CLEAR PHOTO, 
FULL NAME IN PRINT, SIGNATUREand issued by an official authority (1 original and

1 photocopy)

Reminder:

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

Document owner

(i.e., PhilID, DFA, LTO, PRC, IBP, GSIS, SSS, PhilPost, Pag-IBIG, COMELEC, NBI, AFP, PNP)

Government Agencies, Non-Government Organizations, Private entities, Schools/Colleges/Universities. 

(i.e., PhilID, 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) Issued by the document owner or the legal guardian, and specifically state that its purpose is to secure civil registry document from PSA. A general statement as to the purpose will not be accepted;

2) Indicate the type of document, and must be able to provide the specific details required in the AF;

3) Typewritten or handwritten in a clean sheet of paper and should bear the signature of the document owner. The full name and signature appearing in the authorization letter must be identical to the valid ID of the document owner except for the Philippine Identification (PhilID) card /ePhilID;

4) Multipurpose SPA can be accepted provided that the intent to secure specific civil registry document/certification from the PSA is specifically indicated;

5) Captured/scanned image of the actual SPA that matches the accompanying valid ID; and

6) Authorization letter sent through email and other instant messaging applications is acceptable provided that the full name and signature appearing in the authorization letter must be identical to the valid ID of the document owner and the authorized person.

Government Agencies, Non-Government Organizations, Private entities, Schools/Colleges/Universities 

(i.e., PhilID, DFA, LTO, PRC, IBP, GSIS, SSS, PhilPost, Pag-IBIG, COMELEC, NBI, AFP, PNP)

Government Agencies, Non-Government Organizations, Private entities, Schools/Colleges/Universities 

(i.e., PhilID, DFA, LTO, PRC, IBP, GSIS, SSS, PhilPost, Pag-IBIG, COMELEC, NBI, AFP, PNP)

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 indicate 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.

Government Agencies, Non-Government Organizations, Private entities, Schools/Colleges/Universities 

(i.e., PhilID, DFA, LTO, PRC, IBP, GSIS, SSS, PhilPost, Pag-IBIG, COMELEC, NBI, AFP, PNP)

Government Agencies, Non-Government Organizations, Private entities, Schools/Colleges/Universities 

(i.e., PhilID, DFA, LTO, PRC, IBP, GSIS, SSS, PhilPost, Pag-IBIG, COMELEC, NBI, AFP, PNP)

Valid Identity Document (ID) of the requesting father of the document owner complete with CLEAR PHOTO, FULL NAME IN PRINT, SIGNATURE and issued by an official authority (1 original and 1 photocopy)

Reminder:

§ The name of the Father should appear in the Birth Certificate of the child.

Government Agencies, Non-Government Organizations, Private entities, Schools/Colleges/Universities 

(i.e., PhilID, DFA, LTO, PRC, IBP, GSIS, SSS, PhilPost, Pag-IBIG, COMELEC, NBI, AFP, PNP)

Duly notarized Affidavit of Kinship

(1 original) stating that the requester is the nearest surviving relative of the deceased.

Government Agencies, Non-Government Organizations, Private entities, Schools/Colleges/Universities

(i.e., PhilID, DFA, LTO, PRC, IBP, GSIS, SSS, PhilPost, Pag-IBIG, COMELEC, NBI, AFP, PNP)

Senior Citizen’s Identity Document (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); or

Philippine Identification (ID) Card/ ePhilID (1 original)

Office of the Senior Citizens Affairs (OSCA) and/or local government units (LGUs)

Philippine Statistics Authority

PWD ID Card complete with CLEAR PHOTO, FULL NAME IN PRINT, SIGNATURE and issued by an official authority (1 original); or

Philippine Identification (ID) Card/ ePhilID (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

Philippine Statistics Authority

Government Agencies, Non-Government Organizations, Private entities, Schools/Colleges/Universities 

(i.e., PhilID, DFA, LTO, PRC, IBP, GSIS, SSS, PhilPost, Pag-IBIG, COMELEC, NBI, AFP, PNP)

Philippine Identification (ID) Card (1 original) or ePhilID (1 original)

Reminder:

§ PhilID card/ePhilID holders are allowed to request only his/her own, and his/her immediate family members (spouse, children, and parents) civil registry documents and certification including authentication.

6. First Time Jobseeker (RA 11261)

Reminder:

§ Request for a copy issuance of birth certificate cannot be delegated to a representative and can only be availed once

Valid Identity Document (ID) of the First Time Jobseeker 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., PhilID, DFA, LTO, PRC, IBP, GSIS, SSS, PhilPost, Pag-IBIG, COMELEC, NBI, AFP, PNP)

1. Set an appointment at https:// appointment.psa.gov.ph/

1.1 May opt to download the Application Form- Birth Certificate (White Form) and Health Survey Form (if applicable) from the appointment website.

Reminder:

§ Application Form can be accomplished prior to scheduled date of appointment.

§ Health Survey Form must be accomplished at the CRS Outlet on the date of the appointment.

1.2 Go to the CRS Outlet on the actual date and time of appointment.

Reminder:

§ Clients with PhilID/ePhilID and requesting for copy of his/her own Birth Certificate, or his/her spouse, children, or parents, are allowed to transact in the outlet without an appointment.

1.1 CRS Appointment System send out appointment confirmation to the client email address.

1.2 Ensure that the Application Form- Birth Certificate (White Form) and Health Survey Form are available for download.

Outlet Supervisor

PSA Civil Registry System Outlet

or

Outlet Manager

2. Present the printed or electronic copy of the CRS Appointment Slip and one (1) valid ID.

Reminder:

For Authorized Representative (AR)

§ Valid Identity Document (ID) of the document owner complete with CLEAR PHOTO, FULL NAME IN PRINT, SIGNATUREand issued by an official authority (1 original and 1 photocopy) and the AR’s valid ID.

§ CRS Appointment Slip bearing the name of the AR.

2.1 If the request for Copy Issuance of civil registry document will be availed at the PSA Civil Registry Outlet hosted by the Local Government Unit, present the printed or electronic copy of the CRS Appointment Slip, together with the original OR from Local Government Unit (LGU) as proof of payment of the LGU Add-on Fee, and one (1) valid ID upon entry in the PSA Civil Registry System Outlet.

2.1 Check carefully the following information on the presented CRS Appointment Slip:

a. Outlet Name;

b. Name of client;

c. Scheduled date and time; and

d. IDs presented.

Information Marshal/ Security Guard

Outlet Supervisor

PSA Civil Registry System Outlet

or

Outlet Manager

3. Pass through Health and Safety Protocol of the PSA Civil Registry System Outlet.

3.1 If applicable, allow the updated QR Code of the COVID-19 Digital Contact Tracing App be scanned, or fill-up and submit the Health Survey Form.

3.2 Allow temperature check.

3.1 Ensure that the client scanned and passed the COVID-19 Digital Contact Tracing App, or receive the completely filled-up health survey form.

3.2 Check the body temperature of client using a thermal scanner.

Information Marshal/ Security Guard

Outlet Supervisor

PSA Civil Registry System Outlet

or

Outlet Manager

Information Marshal/ Security Guard

Outlet Supervisor

PSA Civil Registry System

or

Outlet Manager

Information Marshall,

PSA Civil Registry System Outlet

Team Leader,

PSA Civil Registry System Outlet

Outlet Supervisor

PSA Civil Registry System Outlet

or

Outlet Manager

6. Proceed to the screening area.

6.1 Present the AF and the required documents to the screener for completeness check.

§ First Time Jobseeker, proceed to the Public Assistance and Complaints Desk (PACD)

6.1 Screen the AF and the requirements.

For PhilID card /ePhilID holders:

6.2 Screen the validity of the PhilID Card through its basic overt and covert security features, or scan the QR Code of the PhilID Card/ePhilID using PhilSys Check.

6.3 Return the validated PhilID card/ePhilID to the client.

6.4 Return the PhilID Card/ ePhilID that failed the validation to the client and request for a new valid ID.

6.5 Return the AF and the ID(s) and/or authorization letter/SPA/Affidavit to the client as it will be presented to the Collecting Officer prior to the payment of corresponding fees.

For first time Jobseeker:

6.6 Stamp the submitted requirements as officially “Received by” PSA. Endorse the First Time Jobseeker to the Office of the Outlet Supervisor

6.7 Accept the requirements and indicate therein the date of receipt and collect them. Attach requirements to the AF and label it as “Pro-Bono.”

6.8 Record the request in the logbook for control and reporting purposes.

Screener,

PSA Civil Registry System Outlet

Team Leader,

PSA Civil Registry System Outlet

Care Officer,

Public Assistance and Complaints Desk (PACD), PSA Civil Registry System Outlet

Outlet Supervisor,

PSA Civil Registry System Outlet

or

Outlet Manager

7. Proceed to the payment window.

7.1 Submit the AF and the required documents to the Payment Window.

7.2 Pay the corresponding fee for the request, either in cash or through online cashless payment.

§ Priority Clients to proceed to the Priority Lane.

§ Clients with PhilID card/ePhilID to proceed to the Priority Lane/ Special Lane.

Reminder:

§ Check the details in the issued Official Receipt (OR).

§ Make sure to count the change before leaving the counter.

7.1 Check the AF and the requirements.

7.2 Encode the details of the requests.

7.3 Accept the corresponding payment and generate an Official Receipt (OR).

7.4 Indicate therein the date and estimated time of release.

7.5 Attach altogether the CRS Appointment Slip (if printed), QTN and accomplished AF.

7.6 Give the OR to the client and return the presented requirements as it will be submitted to the Releasing Officer prior to the issuance of the requested document.

For first time Jobseeker:

§ Remind him/her that he/she can avail of the free copy issuance of his/her birth from the PSA only once.

§ Issue a claim stub to First Time Jobseeker and indicate therein the date and estimated time of release.

7.7 Inform him/her to wait for his/her name to be called at the Releasing Area.

For Priority Clients:

7.8 Write a “Priority Lane or PL” in the AF of the Priority Client and instruct to remain for the release of the requested document on Priority Lane Releasing Window.

7.9 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 Jobseeker is to be issued for FREE

Collecting Officer,

PSA Civil Registry System Outlet

Team Leader,

PSA Civil Registry System Outlet

Coordinator,

Office of the Outlet Supervisor,

PSA Civil Registry System Outlet

Outlet Supervisor,

PSA Civil Registry System Outlet

or

Outlet Manager

8.1 Verify from the CRS database the request on the basis of details that has been written by the requester in the AF-Birth Certificate.

Conduct verification from the CICA System pursuant to the issued PSA Office Memorandum No. 2021-139 dated 
01 June 2021.

8.1.1 In case that the requested copy of the Birth Certificate is available in the CRS Database, print the PSA Copy of the Birth Certificate.

8.1.2 In case that the requested copy of the Birth Certificate is not available in the CRS Database after thorough verification, print a Negative Certification of Birth.

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

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

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

8.4 Match and sort the printed document with the corresponding AF-Birth Certificate.

8.5 Forward the document ready for release to the Releasing Area.

2 hours

Reminder:

§ Processing time maybe extended depending on the result of verification from the System.

Request Service Officer,

PSA Civil Registry System Outlet

Barcode Controller,

PSA Civil Registry System Outlet

Sorter/ Matcher, PSA Civil Registry System Outlet

Team Leader,

PSA Civil Registry System Outlet

Outlet Supervisor,

PSA Civil Registry System Outlet

or

Outlet Manager

Releaser,

PSA Civil Registry System Outlet

Team Leader,

PSA Civil Registry System Outlet

Outlet Supervisor,

PSA Civil Registry System Outlet

or

Outlet Manager

10. Proceed to the Releasing Window where the document owner/client’s name was called.

10.1 Present the ORIGINAL OR and other requirements.

§ First Time Jobseeker present claim stub

10.1 Check the OR as to the scheduled date and time of release

10.2 Require the client to present/submit the requirements and check for correctness and completeness before releasing the request.

For first time Jobseeker:

10.3 Reflect result of verification on the logbook/excel file.

10.4 Ensure that the ID and claim stub is presented/ submitted by the first time Jobseeker.

For PhilID card /ePhilID holders:

10.5 Check the validity of the PhilID Card presented through its basic overt and covert security features, or scan the QR Code of the PhilID Card/ePhilID

using PhilSys Check.

10.6 Return the validated PhilID card/ePhilID to the client.

10.7 Return the PhilID Card/ ePhilID that failed the validation to the client and request for a new valid ID.

Releaser,

PSA Civil Registry System Outlet

Team Leader,

PSA Civil Registry System Outlet

Outlet Supervisor,

PSA Civil Registry System Outlet

or

Outlet Manager

11. Check the document.

11.1 Sign the “Received by” portion at the back of the AF and indicate the date of receipt.

§ First Time Jobseeker sign in the control logbook

11.1 Issue the result of the verification:

11.1.1 If the document is available in the CRS Database, issue the PSA Copy of the Birth Certificate.

11.1.2 If the document is not available in the CRS Database, issue a Negative Certification of Birth.

11.1.2.1 Advise the client to request an endorsement of his/her Birth Certificate from the Local Civil Registry Office (LCRO) where the Birth was registered to PSA.

11.1.3 In case the image of the birth document from the CRS Database is blurred, 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.

11.1.3.1 If the client agreed to have the requested birth document subjected to re-scanning, inform the client on the rescheduled date of release.

11.2 Require the client to sign the “Received by” portion at the back of the AF.

11.3 Ensure to write in PRINT the name of the client, the type of ID presented, ID number, releasing window number and date and time of release.

11.4 Stamp the OR as “RELEASED” and indicate the date of release.

11.5 Affix the initials of the Releaser in the OR.

11.6 Release the requested document to the client.

11.7 Attached all the requirements: QTN, CRS Appointment Slip (if printed), Authorization Letter/SPA/ Affidavit and photocopies of valid IDs to the AF.

For first time Jobseeker:

11.8 Require the First Time Jobseeker to sign in the control logbook.

Releaser,

PSA Civil Registry System Outlet

Team Leader,

PSA Civil Registry System Outlet

Outlet Supervisor,

PSA Civil Registry System Outlet

or

Outlet Manager

1. Copy of birth record from the CRS Database have extra or excess page(s) as follows:

• Foot print of the

child

• Photo of the

document owner

• Marriage Contract

of parents

• A record stamp

with LCRs

signature

• Otherattachments with foreignlanguages

1. The copy of the birth record that have extra or excess page(s) are not to be printed and issued to the clients.

1.1 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

1.1.2 RSO to wait for the notification from the HDO if the image is okay and ready for printing.

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

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

1.3 RSO to tag the request for re-scanning in the RV Tracking System.

1.4 Document is for pull-out from the Archive for re-scanning and other related processes.

1.5 Outlet to wait for the re-scanned image to be uploaded to the CRS Database.

1.6 RSO to print the re-scanned image in CRS Security Paper (SECPA).

Help Desk Officer

Unisys Managed Services Corp.,

Production and Maintenance Unit (PMU),

Civil Register Management Division

2. The mismatched image should not be printed.

2.1 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

2.1.2 RSO to wait for the notification from the HDO if the image is okay and ready for printing.

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

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

2.3 RSO to tag the request for re-scanning in the RV Tracking System.

2.4 Document is for pull-out from the Archive for re-scanning and other related processes.

2.5 Outlet to wait for the re-scanned image to be uploaded to the CRS Database.

2.6 RSO to print the re-scanned image in CRS Security Paper (SECPA).

Help Desk Officer

Unisys Managed Services Corp.

Civil Register Management Division (CRMD)

3. The inverted/defective image should not be printed.

3.1 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

3.1.2 RSO to wait for the notification from the HDO if the image is okay and ready for printing.

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

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

3.3 RSO to tag the request for re-scanning in the RV Tracking System.

3.4 Document is for pull-out from the Archive for re-scanning and other related processes.

3.5 Outlet to wait for the re-scanned image to be uploaded to the CRS Database.

3.6 RSO to print the re-scanned image in CRS Security Paper (SECPA).

Help Desk Officer

Unisys Managed Services Corp.

Civil Register Management Division (CRMD)

4. The corrupted/decrypted image should not be printed.

4.1 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.

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

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

4.3 RSO to tag the request for re-scanning in the RV Tracking System.

4.4 Document is for pull-out from the Archive for re-scanning and other related processes.

4.5 Outlet to wait for the re-scanned image to be uploaded to the CRS Database.

4.6 RSO to print the re-scanned image in CRS Security Paper (SECPA).

Help Desk Officer

Unisys Managed Services Corp.

Civil Register Management Division (CRMD)

5. Blurred copies of document/s from the CRS database, if possible, should not be issued to clients and must undergo re-scanning.

5.1 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

5.1.2 RSO to wait for the notification from the HDO if the image is okay and ready for printing.

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

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

5.3 RSO to tag the request for re-scanning in the RV Tracking System.

5.4 Document is for pull-out from the Archive for re-scanning and other related processes.

5.5 Outlet to wait for the re-scanned image to be uploaded to the CRS Database.

5.6 RSO to print the re-scanned image in CRS Security Paper (SECPA)

REMINDER:

§ The client must be given an option to request for a clearer copy of the document from the concerned LCRO.

Help Desk Officer

Unisys Managed Services Corp.

Civil Register Management Division (CRMD)

6. Double or multiple registration of a vital event is not allowed.

6.1 RSO shall assess the records and issue the timely registered document.

6.2 RSO shall accomplish the multiple registration form.

6.3 Log the document details to the CRS Help Desk System for Bren Linking.

6.4 HDO forwards to concerned Back-End Unit for appropriate action.

6.5 RSO to print the timely registered birth record in CRS Security Paper (SECPA).

Help Desk Officer

Unisys Managed Services Corp.

Production and Maintenance Unit, Civil Register Management Division (CRMD)

7. All birth images with incorrect indices must be updated and submitted for correction.

7.1 RSO to report and to submit the necessary index correction through the use of Vital Event (F6) function of the CICA System.

7.2 In the event that the index correction has not yet been approved, RSO to log the request to the CRS Help Desk System for follow up.

REMINDER:

§ It is only after the request for index correction has been approved that the RSO can command the printing of the result of verification.

Production and Maintenance Unit, Civil Register Management Division (CRMD)

Help Desk Officer

Unisys Managed Services Corp.

8. In the event that the RSO, even after thorough investigation from the CRS Database, resulted to the issuance of a Negative Certification but the client claims and has proof that he/she was previously issued a copy, it could be that the document was not scanned and enrolled in the CRS Database.

8.1 Care Officer to require the original document in SECPA and the OR of previously issued document from the client.

8.2 Care Officer to inform the client that his/her request will undergo manual verification.

8.3 Care Officer to re-schedule the date of release.

8.4 RSO to log the problem in the RV Tracking System with the detailed description of the problem and the date when the client was able to get the copy of the document and request for manual verification and re-scanning of the birth document if available.

8.5 Outlet to wait for the result of the forwarded request for manual verification from Production and Maintenance Unit (PMU).

8.6 RSO to print the result of the manual verification in CRS Security Paper (SECPA)

Care Officer,

Public Assistance and Complaints Desk (PACD), PSA Civil Registry System Outlet

Production and Maintenance Unit PMU), Civil Register ManagementDivision (CRMD)