Vital Records Fees for Oregonians Affected by a State or Federal Emergency Declaration
The Oregon Health Authority Public Health Division has proposed rule OAR 333-011-0338 relating to fees for vital records. This rule will be adopted and go into effect on November 1, 2021 and will apply to requests for records received on and after June 1, 2021. It is intended to relieve the burden of certain fees for copies of and searches for vital records for Oregonians who have experienced loss of property or life due to or associated with a state or federal emergency declaration.
The Center for Health Statistics Vital Records office may provide up to three (3) certified copies of a birth, death, marriage, divorce, domestic partnership or dissolution of domestic partnership record with a zero fee to eligible requests in connection with a state or federal emergency declaration.
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Oregon State County Vital Records offices, within the first 6 months of an event, may provide up to three (3) certified copies of death or birth records with a zero fee to eligible requests in connection with a state or federal emergency declaration.
Applicants must state the reason for ordering the record(s) as “Emergency Declaration” to qualify for the zero fee.
All other fees such as expediting a request for an order or amending a record will still be charged.
On November 1, see our website for additional information regarding the vital records fees for Oregonians affected by a state or federal emergency declaration including Frequently Asked Questions and Step-by-Step Directions for the zero fee in OVERS.
For questions regarding OAR 333-011-0380 rule and how it may impact your county, contact Partner Services Agency Liaison, Dani Hall at Dancia.O.Hall@dhsoha.state.or.us.
Informants Are Not Automatically Eligible to Receive a Death Certificate
The informant on a death record is often an immediate family member, but this is not always the case. Unless the informant is one of the people listed as eligible to receive death certificates in Oregon statute 432.380, they cannot receive a copy of the death certificate, even though their name appears as the informant on the death record.
432.380 Issuance of certified copies of records; applicant qualifications. (2) (c) (B) (iii)
(iii) If the applicant is requesting a certified copy of a record of death, the decedent’s spouse, domestic partner who is registered by the state, child, parent, sibling, grandparent, grandchild, next of kin, legal guardian immediately before death or legal representative, an authorized representative, a person in charge of disposition, a government agency acting in the conduct of its official duties, an employee or agent of a funeral home or person acting as a funeral service practitioner who is named in the record of death or a person that demonstrates to the satisfaction of the state registrar that the certified copy is necessary for a determination related to or the protection of a personal or property right of the applicant.
The definition of “a person in charge of disposition” is someone who pays for the funeral; they are eligible to receive a copy of the death certificate.
Please be sure to verify eligibility of applicants applying to receive death certificates. Applicants must provide acceptable ID to prove their relationship to the decedent.
Please contact Partner Services at CHS.PartnerServices@dhsoha.state.or.us with any questions regarding the eligibility of applicants applying for a death certificate.
Asking REALD questions
REALD (Race, Ethnicity, Language and Disability) questions will appear on the Parent Worksheet and the paper Certificate of Live birth on January 1, 2022. These questions will ask parents about their race, ethnicity, languages spoken at home and functional limitations. This information will be collected in OVERS.
You may have parents that want to know why we are asking these questions. They may also be hesitant about answering them.
Here are a few responses that may help parents understand why these questions are being asked and what is done with the information.
- We ask everyone about their race, ethnicity, language and functional limitations. We do so to ensure that everyone receives the highest quality of care.
- We collect the same information from everyone.
- This information helps us identify and address avoidable differences in access and services.
- The information parents give us is protected by law. Their responses will not negatively impact their services or ability to receive benefits in any way.
- The information collected will be used for statistical reporting and research purposes only. Names, dates of birth and other personal information are not used for reporting and research. This information does not appear on the Birth Certificate.
- All the information gathered is self-reported by the parents.
- Parents can decline to answer any of the new questions.
The Center for Health Statistics will be offering training using Microsoft Teams in October that will cover the REALD questions and how to respond to parent questions. The training webinars will be every Tuesday and Thursday starting October 12 and ending October 28. There are two training times each day, one from 9:00 am to 10:00 am and the other from 2:00 pm to 3:00 pm. As each session is identical, choose one day and time that works best for you
To join the 9:00 am – 10:00 am session on October 12, 14, 19, 21, 26, or 28
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Join on your computer or mobile app
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Or call in (audio only)
To join the 2:00 pm – 3:00 pm session on October 12, 14, 19, 21, 26, or 28
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Join on your computer or mobile app
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Or call in (audio only)
Please feel free to invite any hospital staff who help with collecting the Parent Worksheet data to these trainings.
If you have any questions about the upcoming REALD changes or training, contact the Vital Records Trainer at Kathy.Ellis@dhsoha.state.or.us.
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