1. 8/18/20151 Authenticating Identity of Applicants Applying for Birth Records Michigan and Pennsylvania Practices for Releasing Vital Records Information For questions regarding Michigan eligibility, e-mail VRCustomerService@michigan.gov

2. 8/18/20152 Objectives Determine eligibility requirements for births Discuss documentation for proving eligibility Special considerations

3. 8/18/20153 Overview The main objective of authenticating the identity of an applicant is to ensure proper issuance of restricted documents The key to protecting our customers is by assuring proper eligibility standards

4. 8/18/20154 Eligibility Determinations: Who is Eligible to Order a Certified Copy of a Michigan Birth Certificate? Person named on the record over 15 years old (registrant) Parent(s) named on the active record Court of competent jurisdiction Legal representative of person named on record “The Michigan Attorney General’s office has determined that legal representation is defined as a licensed attorney representing the person named on the record. “ The attorney must submit:  Attorney’s current, valid photo identification  Letter on business letterhead stating that they are representing the person named on the record, specifically name that person and provide photo identification of the person they represent  Bar license number and attorney’s signature

5. 8/18/20155 Eligibility Determinations: Who is Eligible to Order a Certified Copy of a Michigan Birth Certificate? An individual or agency that has full guardianship  Copy of unexpired court order naming applicant as guardian  Guardian’s current, valid photo ID  Requestor for an agency must provide authorized employee photo ID Heir of deceased person named on record  If death occurred in Michigan, applicant can indicate death info on birth application.  If death was out-of-state, must supply death certificate. If out-of- country, must supply “translated” version of the death certificate.

6. 8/18/20156 Michigan Identification Requirements: Registrant and Parent(s) on Record Must have one of the following: State driver’s license current or expired <1 year State ID card current or expired <1 year Unexpired U. S. or foreign passport Current U.S. military photo identification (dependent or veteran) Employment identification with photo, with a current pay stub or W-2 form Department of Corrections photo identification card, with probation or discharge papers dated within the last year If currently incarcerated prisoner, a Department of Corrections photo identification card, and a verification of incarceration by the facility on letterhead For persons age 15-20, current student photo identification with either a report card or transcript

7. 8/18/20157 Identification Requirements: Three documents needed, one dated within the last year Examples to obtain a Michigan birth record might be: Expired state or federal photo ID Marriage, divorce, child’s birth record or baptismal certificate Unexpired pilot’s license W-2, paycheck stub or bank statement Car or voter registration, deed, tax statement Health insurance/Medicaid card, doctor/hospital bill, state benefit card Utility bill or tax records Letter /benefit statement from government agency such as Social Security Tax bill or correspondence from IRS School records or insurance document Land/rental agreement Incarceration records Citizenship document

8. 8/18/20158 Identification Requirements: UNACCEPTABLE SOURCES OF IDENTIFICATION Social Security card Documentation written in foreign language Picture ID purchased online Paycheck cashing ID card Unconfirmed picture ID Mexican Matricula card Mexican voter registration card Personal affidavits NOT ACCEPTABLE FOR ID DOCUMENTATION FOR MICHIGAN BIRTH RECORD

9. 8/18/20159 Common Eligibility Issues: Last Name Used Does Not Match Record Customer is not eligible if the last name on the current photo ID is not a last name appearing on the record for either parent and they cannot provide an official document linking that name. A woman with a married name is the only exception. Note: One of the parents listed on the birth record would be eligible to request the record with their own current ID; however, the record would be of limited use to the customer. A legal name change is suggested.

10. 8/18/201510 Common Eligibility Issues: Last Name Used Does Not Match Record Legal Name Change Copy of court order changing the name Changing of the record not required Assumed Step-Parent’s Last Name Marriage record showing parent’s marriage to the person whose last name the registrant is using Name on Own Birth Record Current Last Name Can use photo ID if last name of the current ID is the last name of a parent listed on the birth record

11. 8/18/2015 11 Additional Mailing Information Michigan birth records are restricted documents and additional rules apply for mailings:  Birth records can be mailed to a post office box  Birth records cannot be mailed to a general delivery address  Birth records cannot be mailed to any address, other than what is on the application and signed by the eligible registrant

12. 8/18/201512 Common Eligibility Issues: Special Considerations - Michigan Prisoner Requests Currently Incarcerated – Individual Prisoner Request  Prisoner photo ID accompanied by verification of incarceration by the facility on letterhead Michigan Prisoner Re-Entry Project Birth records are considered contraband to prison officials and are confiscated if mailed directly to individual prisoners Requests are facilitated before discharge by prison liaison Use of specifically designed prisoner application required with ARUS signature at prison and MDOC liaison’s signature Mailed to MDOC liaison who distributes via parole agent prior to release or discharge MDOC billed quarterly and they, in turn, collect payment from prisoner’s account

13. Common Eligibility Issues: Special Considerations - Michigan Prisoner Requests Discharged or Paroled – Regular Birth Application Prisoner photo ID if less than one year after parole or discharge Release or discharge papers, current within one year Alias Names Prisoner photo ID acceptable if prisoner is incarcerated under an alias name and the birth name is listed as an alias on MDOC Offender Tracking Information System (Ref: MDOC OTIS) 8/18/201513

14. 8/18/201514 Common Eligibility Issues: Special Considerations - Michigan Amish Requests Michigan Vital Records recognizes that persons of the Amish faith do not have photo identification. Three documents are required from different sources and one must be dated within the last year. The following alternatives can be used to establish Amish eligibility:  Current tax statement on property  Receipt for services  Amtrak I.D.  Title or registration of transportation vehicle  Vendor sales license  Cell phone bill (yes, common practice in Michigan)  DNR hunting or fishing license  Other birth certificates naming the registrant on the record

15. Application for Certified Copy of Pennsylvania Birth Record 8/18/201515 Part 1: Unsworn Falsification Statement Part 1 of the application form is where the applicant’s signature is required attesting to his/her identity. By misstating his/her identity or assuming the identity of another individual, the applicant may be subject to criminal penalties as indicated on the form. Note that the statement in red below the signature line indicates applicant must be 18 years of age to apply or if under 18, an immediate family member must apply.

16. Pennsylvania Eligibility Determinations Who is Eligible to Order a Certified Copy of a Pennsylvania Birth Certificate? In accordance with §450.205 of Vital Statistics Law, PennsylvaniaVital Records is required to “...preserve the completeness and integrity of vital statistics records.” Eligibility guidelines were established from §450.105(9) of our law which defines “Immediate family member” as “..grandparents, parents, siblings, grandchildren, spouses and children.” 8/18/201516

17. The name and address of applicant is required and applicant must submit his or her valid government issued photo identification (such as a driver’s license or state/federal identification card) that verifies the eligible requestor's name and current address as listed on the application form. Additionally, Pennsylvania will access the justice network system (JNET) in situations where a photo identification is expired to determine if the applicant has an updated license/identification card on file with the Pennsylvania Dept. of Transportation. This system is also utilized in cases whereby fraud may be detected. Applicant also indicates the intended use of the birth certified copy. 8/18/201517 Application for Certified Copy of Pennsylvania Birth Record Part 2: Applicant Information

18. Who is Eligible to Order a Certified Copy of a Pennsylvania Birth Certificate?  Person named on the birth certificate, 18 years of age or older (under 18, immediate family member must apply)  Immediate family member as indicated below Husband / wife Brother / sister / half-brother / half-sister Parent / step-parent* Son / daughter / stepson* / stepdaughter* * parents' marriage record required to support relationship. Grandparent / great grandparent (specify maternal or paternal) Grandchild / great grandchild  Legal representative  Guardian with legal custody; documentation required. 8/18/201518

19. Who is Eligible to Order a Certified Copy of a Pennsylvania Birth Certificate?  Power of Attorney (for person named on birth certificate or immediate family member listed above) Power of Attorney documents reviewed by legal counsel  If the person named on the birth certificate is deceased, family member (who is not an immediate family member) must submit a copy of death certificate to be eligible for certified copy of birth certificate 8/18/201519

20. Special Considerations for Eligibility  Amish  Statement from Requestor form and two documents  Incarcerated individuals  Inmate photo identification & letter from correctional facility  Emancipated Minors  Document from court 8/18/201520

21. Special Considerations for Eligibility (continued)  Common Law Spouse  Documentation, is required to prove common- law marriage existed prior to September 17, 2003  Ex-Spouse  Must have acceptable reason and documentation 8/18/201521

22. Special Considerations for Eligibility (continued) Homeless individuals, Halfway House, Rehabilitation Centers or any type of temporary residence circumstance  Application form signed by eligible requestor and agency representative  Photo ID of eligible requestor (other documents may be acceptable verifying name)  Letter from agency/facility 8/18/201522

23. Special Considerations for Eligibility (continued) Agency Requests (custody of child under 18) Application form signed by agency indicating agency has custody. Photo-ID of agency representative (employee identification is acceptable). Copy of custody order.  If agency does not have custody of child Application form signed by parent/legal guardian. Photo-ID of parent/legal guardian. Written authorization/release from parent/legal guardian. Application form co-signed by agency representative. Photo-ID of agency representative (employee identification is acceptable). 8/18/201523

24. Special Considerations for Eligibility (continued) Agency Requests (individual 18 or older) If agency has custody of individual:  Application form signed by person named on record.  Application form co-signed by agency representative.  Photo-ID of agency representative (employee identification is acceptable) If agency does not have custody of individual:  Application form signed by eligible requestor  Photo-ID of eligible requestor.  Written authorization/release from eligible requestor.  Application form co-signed by agency representative.  Photo-ID of agency representative (employee identification is acceptable). 8/18/201524

25. Application for Certified Copy of Pennsylvania Birth Record Part 2: Applicant Information What if applicant does not possess driver’s license or state/federal identification card?  Statement from Requestor Not Possessing Acceptable Government Issued Photo Id form  Two supportive documentation that verifies name and current address of applicant 8/18/201525

26. 8/18/201526

27. Application for Certified Copy of Pennsylvania Birth Record Part 3: Subject Information Part 3 section is where the applicant lists the information for the individual’s record being requested. Note that the name at birth is to be listed and if the individual’s name was changed due to an adoption, court order, affidavit, etc. (other than marriage) the changed name is to be listed on the designated line. This information is used to locate the birth record in the event the birth record amendment is not on file. 8/18/201527

28. Application for Certified Copy of Pennsylvania Birth Record Part 4: Fee/Armed Forces Information There is a $10.00 fee for each certified copy. Check or money order should be made payable to Vital Records. Fee may be waived if the person applying is an Armed Forces member or related to the Armed Forces member as stated below: Members of the United States Armed Forces who served or are currently serving. Legal spouse of the Armed Forces member and widow/widower (unless he or she is remarried). Dependent child of the Armed Forces member age 18 or under. If over 18 and he or she is unable to provide support for himself or is reported as a dependent on the Armed Forces member’s Federal Income Tax return, documentation is required to prove dependency (example: copy of income tax return, copy of insurance waiver). 8/18/201528

29. Application for Certified Copy of Pennsylvania Birth Record Part 5: Checklist and Mailing Label Part 5 includes a review of the application requirements, mailing address and label. Note that the address listed within the label must agree with the name and current address in Part 2 and identification submitted. 8/18/201529