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SERVICE DELIVERY STANDARDS
PROCEDURE FOR REGISTRATION OF BIRTHS FROM DAY ONE TO TWELVE MONTHS.
- Informant reports birth to the nearest Registry Office in the locality where birth occurred with a clinical weighing card from a hospital, clinic or maternity home.
- Registration Assistant interviews Informant and completes F
- Informant signs or thumb prints appropriate column on the Form ‘A’ if information recorded is correct.
- Registration Assistant enters information in the Register of Births and Informant signs the Register of Births.
- Registration Assistant issues birth Certificate to Informant.
PROCEDURE FOR REGISTRATION OF BIRTH ABOVE TWELVE MONTHS
i. informant reports birth at the nearest Registry office in the locality where birth occurred as in 1A (i).
ii. Registration Assistant interviews Informant and partially completes Form A and the Declaration Form.
iii. Informant pays prescribed fee
iv. Informant declares the partiality completed document before a Commissioner for Oaths, Court Registration or Notary Public. Support by any of the following:
- Clinical weighing/Notification of birth Card.
- Baptismal Certification.
- Extract from Family Records Book.
- Affidavit from one of the parents.
v. registration Assistant attaches a covering letter to the declared documents to the Regional Registration Officer for approval and authority or otherwise.
vi. regional Registration Officer returns the approved documents with his authority to the Registration Assistant.
vii. registration Assistant makes entry into the Register of Births and issues Birth Certificate.
WHO IS AN INFORMANT IN BIRTH REGISTRATION?
According to the Registration of Births and Death Act of 1965 (Act 301) section 8 sub-section 3 it shall be the duty of the following persons (hereto referred as an informant) to furnish particulars (information) for births registration:
- The father and the mother of the child.
- In case of death or incapacity of father and mother:-
- The occupier of the premises in which the child is born, if he has knowledge of the birth.
- A person present at birth.
- A person having charge of the child to furnish the prescribed particulars for registration.
A child cannot report his or her own birth irrespective of age
PROCEDURE FOR REGISTRATION OF DEATHS BETWEEN FIRST DAY TO TWELVE MONTHS:
i. informant reports death to the nearest Registry office in the locality where death occurred with any one of the following:-
- Medical Certificate of Cause of Death issued by a Medical Practitioner who was last in attendance.
- Corner’s Certificate.
ii. Registration Assistant interviews informant and completes Death registration Report Form “B”.
iii. Informant signs Form “B” certifying information recorded is correct.
iv. Registration Assistant enters information into Informant signs appropriate column of the Register of Deaths.
v. registration Assistant issues:-
a. Burial Permit where burial is in the district of death. or
b. death certificate (for a prescribed fee) where burial is outside the district where death occurred.
vi. Informant delivers Burial Permit to the Sexton/Manager of the cemetery where deceased is to be buried.
vii. In the case of Death Certificate, Informant delivers the certificate to the Registry office nearest where deceased is to be buried for burial permit. This is then delivered to the Sexton/Managers for burial.
PROCEDURE FOR REGISTRATION OF DEATHS AFTER TWELVE MONTHS.
i. informant reports death to the nearest Registry office in the locality where death occurred.
ii. Registration Assistant interviews Informant and if satisfied with information, partially completes Death Report Form “B” and a Declaration Form and Informant pays the appropriate penalty.
iii. Informant declares partially completed documents before a Commissioner for Oaths, Court Registrar or Notary Public. Supported by any one of the following:-
- Medical certificate of Cause of Death.
- Coroner’s Certificate together with Police Report.
- An affidavit from a High Court sworn jointly by head and two (2) principal members of the family of the deceased.
iv. Informant returns declared documents to the Registration Assistant who forwards application to the Registration of Births and Deaths for is approval or otherwise.
v. Registration of Births and Deaths returns the declared documents together with his authority to the Registration Assistant.
vi. Registration Assistant enter the information in the register of Deaths and issues Extracts to the informant.
PROCEDURE FOR THE REGISTRATION OF DEATH AFTER BURIAL:
SAME AS 2B ABOVE EXCEPT THAT IN ADDITION TO THE REQUIREMENTS, INFORMANT MUST PRESENT A DECLARATION FROM THE OWNER/MANAGER/SEXTON OF THE CEMETERY WHERE DECEASED WAS BURIED.
THE DEATH CERTIFICATE IS NOT A BURIAL PERMIT
WHO IS AN INFORMANT IN DEATH REGISTRATION?
According to Registration of Births and Deaths Act of 1965, (Act. 301) section 17 the following are to furnish particulars for registration of death.
a. The nearest relative of the deceased present at death or in attendance at the illness of the deceased.
b. Any relative of the deceased residing or being within Registration District.
c. The occupier of the premises in which the death occurred if no relative is available.
d. Any other adult person present at death or having knowledge of the death.
e. The Coroner who has been notified of the death and has made or held an inquiry regarding the death.
CEMETERIES ARE CONTROLLED BY THE DISTRICT ASSEMBLIES. GRAVE SPACES ALLOCATED FOR A FEE.
3. ISSUANCE OF CERTIFIED COPY OF ENTRY IN REGISTERS AT REGISTRY OFFICE.
PROCEDURE FOR CERTIFIED COPY (BIRTHS):
i. Applicant completes appropriate Application Form for Certified Copy of Entry in Register of Births (Birth Extract) and pays the prescribed fee.
ii. Registration Assistant conducts local search in the appropriate Register and issues Birth Extract for endorsement by the District Registrar.
iii. Registration Assistant forwards Birth Extract to the Central Registry office for signature and Seal of the Registrar of Births and Deaths.
iv. Births Extract is ready for collection by Applicant within one week.
PROCEDURE FOR CERTIFIED COPY (DEATHS):
i. Applicant completes Application Form for Certified Copy of Entry in Register of Death (Death Extract) supported by any of the following;-
a. Copy of Probate granted by High Court where deceased died testate, (with Will)
b. Declaration by the next-of-kin supported by a joint affidavit sworn by he head and two (2) principal members of the family deceased died intestate (without Will.)
ii. Registration Assistant conducts local search in the appropriate Register and prepares Death Extracts for endorsement by the District Registrar.
iii. Registration Assistant forwards death Extract to the Central Registry office for signature and Seal of the Registrar of Births and Deaths.
iv. Death Extract is ready for collection by Applicant within one week.
4. ISSUANCE OF CERTIFIED COPY ON ENTRY IN REGISTER AT THE CENTRAL REGISTRY OFFICE (HEAD OFFICE)
A. PROCEDURE FOR BIRTHS:
i. Applicant completes Application Form at the records Office and pays the prescribed fee.
ii. Officer conducts particulars or General Search depending on the nature of information on the Application Form.
- For a Particular Search, Births Extract is ready within two days
- For a General Search the Birth/Death Extract is ready for collection within ten days.
B. PROCEDURE FOR DEATHS:
i. Applicant completes Form at the Registry office and pays the prescribed fee. Applicant supports application with any of the following:-
a. Copy of Probate granted by High Court where deceased died testate.
b. letter of Administration
c. Declaration by the next of kin supported by joint affidavits by head and two (2) principal members of the family of the deceased where deceased died intestate.
ii. Officer conducts Particular or General Search depending on the nature of information on the Application Form.
- For a Particular Search, Death Extract is ready for collection between one and two days
- For a General Search Death Extract is ready for collection within ten days.
GENERAL INFORMATION
WHAT IS A PARTICULAR SEARCH?
This is a situation where the information is very precise which will make it easy for a particular Births or Deaths Register to be picked and entry identified for retrieval of information.
WHAT IS A GENERAL SEARCH?
This refers to a situation where the applicant is not sure of the information as to when the registration was affected. The Search officer will therefore need more time to trace the information.
CORRECTION AND INSERTION IN REGISTER OF BIRTHS AND DEATHS.
a. Applicants may request in the form of an affidavit the correction or insertion to be made in the Register of Births or Deaths.
b. The affidavit shall be prepared by any of the persons listed in this brochure as informant.
CLIENT SERVICE UNIT
A Client Services Unit has been established within the Births and Deaths Registry. The aim of this Unit is to handle quickly the comment, grievance/problems of dissatisfied clients.
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