Session 10. Civil registration operational functions and activities Brisbane Accord Group Session 10. Civil registration operational functions and activities Civil Registration Process: Place, Time, Cost, Late Registration UNITED NATIONS STATISTICS DIVISION Workshop on the Operation of Civil Registration, Vital Statistics and Identity Management Systems for South American Countries 30 October – 3 November 2017 Bogota, Colombia with

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

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

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

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

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

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

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

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

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

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

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