04/19/23 1

Authenticating Identity of Applicants Applying for Birth

RecordsMichigan and Pennsylvania Practices

for Releasing Vital Records Information

For questions regarding Michigan eligibility, e-mail VRCustomerService@michigan.gov

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Objectives

Determine eligibility requirements for births

Discuss documentation for proving eligibility

Special considerations

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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

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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

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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.

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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

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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

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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

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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.

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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

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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

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Common Eligibility Issues: Special Considerations - Michigan

Prisoner RequestsCurrently 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

Common Eligibility Issues: Special Considerations - Michigan

Prisoner Requests

Discharged or Paroled – Regular Birth ApplicationPrisoner photo ID if less than one year after parole or dischargeRelease or discharge papers, current within one year

Alias NamesPrisoner 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)

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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

Application for Certified Copy of Pennsylvania Birth Record

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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.

Pennsylvania Eligibility DeterminationsWho 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.”

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• 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.

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Application for Certified Copy of Pennsylvania Birth Record

Part 2: Applicant Information

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.

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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

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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

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Special Considerationsfor 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

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Special Considerationsfor 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

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Special Considerationsfor 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).

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Special Considerationsfor 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).

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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

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Application for Certified Copy of Pennsylvania Birth RecordPart 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.

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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).

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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.

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