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Local VS Procedures and Forms

 

Announcements

This page of the Local Vital Statistics section of the Stakeholder Support Site contains links to the most recent versions of VS procedures and forms. 

Guides to IPHIS and EDRS

  • NEW!  The comprehensive guide to IPHIS for local VS staff (updated for January 2017) can be found here.
  • NEW!  The guide to EDRS for local VS staff (updated for October 2016) can be found here.
  • For new local VS staff learning to search for records in IPHIS/EDRS, click here.

New Application for Certified Copies of Vital Records 

After several revisions and much feedback from our partners in local offices, we have a final draft of the new statewide application for certified copies of vital records, found here.  Vital Statistics is asking every local office plan to adapt this application form template and adopt its use for the public by January 2017. 

Affidavits – Birth and Death

  • The birth affidavit form here is a fillable .pdf form for local offices to assist their customers.  For a guide to the birth affidavit document including what can and cannot be corrected via affidavit, click here.  Completed affidavits can be sent with a fax cover sheet (found here) to VS.Corrections@odh.ohio.gov.  If you have questions about whether your affidavit can be accepted, please check the Birth Affidavit Acceptance Chart here before contacting our Special Registration department. 
  • Affidavits for death records can be created in EDRS by local registrars and funeral homes.  For a guide to creating a death record affidavit, click here.  If the death record your customer wishes to correct is not in your jurisdiction, or is from prior to 2007, click here for a fillable form which you can print.  The same affidavit form can be used to correct fetal death records. 

Home Births

Individuals born in the State of Ohio outside a birthing facility should have their birth registered as soon as possible through their local VS office.  Local VS staff should work with the parents to complete the Birth Parents Worksheet along with the verification form for out of institution births.  Once the birth record has been entered into IPHIS (new for 2017!), completed home birth packets can be submitted via email to VS.Registration@odh.ohio.gov or via fax to 614-564-2514 along with the Request for Approval form

Fetal Death Records

At present, registration of fetal death records still involves a paper certificate.  For further information about the Report of Fetal Death form, including the distinction between losses of over and under 20 weeks gestational age, please check here

Forms Requests

Local health departments in need of extra copies of the paper forms used by the Bureau of Vital Statistics may use the forms request document here.  The brown paper Acknowledgement of Paternity forms must still be ordered directly from the Ohio Department of Job and Family Services whose website may be found here


Last Updated 4/4/2017