Library: Policy
340:75-13-9. Birth verification
Revised 9-14-24
INSTRUCTIONS TO STAFF 340:75-13-9
Revised 9-14-24
1. Applications are not necessary for initial birth certificates following a child's removal, which includes out-of-state birth certificates. Child welfare (CW) specialists receive an original copy in the mail. Child Welfare Services Birth Certificate staff uploads a copy of the birth certificate into KIDS document management system prior to mailing. An additional original copy is kept at state office to be:
(1) sent with the child to the permanent placement;
(2) given to the child upon emancipation;
(3) used for permanency proceedings; and
(4) on a check-out basis. Please contact *CWS.BirthCertificateRequests if needing to check out an additional original copy.
2. Upon receipt the CW specialist verifies the information on the birth certificate matches the information in the KIDS system.
3. Requests to amend a birth certificate and death certificate require an application from the CW specialist. Applications are emailed to *CWS.BirthCertificateRequests.
(1) To add the father, a properly completed acknowledgment of paternity or a certified court order determination of paternity is required with the application.
(2) When a certified court order is submitted, the order identifies the child by full name or initials, full date of birth, and place of birth. The order addresses vital records as party to the order and give details of what changes are to be made to the child's record.
(3) When adding a father, the court order includes full information for the father. It includes father's full name, date of birth, place of birth, and Social Security number. If the child's name is to change, this is listed in the order spelling out the full name as it should be shown on the record.
