Updated Birth Parent Worksheet
In January of 2022, the Center for Health Statistics began collecting race, ethnicity, language and disability (REALD) information for birth records. Collecting this information helps to identify health inequities for populations within Oregon. Having this data allows us to better understand the different individuals and communities we work with and serve.
To ensure this important data is collected, we have updated the Birth Parent Worksheet to make it easier for parents to identify and complete all fields.
Changes to the worksheet:
- Arrows were added next to Part A and B of the Race or Ethnicity question to point out that both questions should be answered.
- Instructions were also added in Part B of the Race or Ethnicity question that indicate if Other or American Indian and Native Alaskan is selected, then additional information needs to be provided in the Specify or Specify Tribe(s) fields.
- Dashes were added to separate each question in the Language section.
- If “Yes” on a Functional Limitation question is selected, the at what age did this condition begin field is now in the same box on the worksheet.
These changes to the worksheet were suggestions that came from Birth Information Specialists that attended our BIS Work Group. We really appreciate the feedback that we receive from our partners!
Please begin using the updated worksheets with a revision date of 02/23 as soon as possible. We encourage you to recycle the older version. The updated worksheets can be found on our website at the links below.
Birth Parent Worksheet – English
Birth Parent Worksheet – Spanish
Thank you for all your hard work in making sure that the information provided on the Birth Parent Worksheet is complete and accurate.
If you have any questions about the updates to the Birth Parent Worksheet, email CHS.PartnerServices@oha.oregon.gov.
Using the Predictive Drop-Down List in the Address Fields
Although it is best practice to enter information exactly as it was written on the Birth Parent Worksheet, we encourage you to use the predictive drop-down lists for the address fields in OVERS. This will help ensure that the correct names of cities, counties, states and countries are entered. Once you type in three letters, a list should appear with choices from which to choose your final selection. This includes selecting the full name of the state instead of entering in the abbreviation.
If you notice that the parent or informant accidentally misspelled a city, county or state name (for example, left off the “h” at the end of Multnomah) please use the predictive text drop-down tool and enter the correct spelling as listed in OVERS. Then initial the Birth Parent Worksheet and leave a brief comment in OVERS stating you corrected the spelling error in the address section.
If the parents or informant leave the Street Name, Rural Route, etc. field blank, type in “Unknown”. If they leave the City or Town, County, State or Country fields blank, please use the Unknown option from the predictive drop-down list. For an unknown Zip Code, type in “99999.” Leaving these fields blank may cause flags that can slow down the process to register a record.
Note: The State field should only be used for US states and territories AND for Canadian Provinces and Territories. Provinces and territories should NOT be entered into the Country field. They are included in the predictive drop-down list for the State field.
If you have any questions about completing the residence address section of OVERS, please contact CHS.Registration@oha.oregon.gov.
Tips When Gathering and Entering Decedents Addresses
Making sure the information from the informant about a decedent is as complete and accurate as possible will streamline the entire process of registering a record and lessen the chance that it needs to be amended.
Resource for Inside City Limits:
Some families may not know if the address of the decedent is inside city limits. There are several resources that can help them find this information.
- The website randymajors.org has a city limits function on the Map Tools tab of its website.
- It is often possible to type in the name of a decedent’s city online with the tagline “city limits” or “zoning maps” to see various tools that city may have to identify their own boundaries.
Using “Unknown” in Resident Address Fields:
If a decedent experienced homelessness at the time of their death:
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“Domicile Unknown” should be listed in the Street Name, Rural Route, etc. Do NOT enter “Unknown,” “Homeless,” “Houseless” or “None” in the Street Name, Rural Route, etc. field for homeless decedents.
- Other fields on the Resident Address page should be filled out to the best of the user or informant’s knowledge. “Unknown” can be entered in the Street Number, City or Town, and Inside City Limits fields. “Unknown” cannot be entered in the County, State, Country, or Zip Code fields.
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Do Not enter approximate locations of where a person was camping like “the corner of Halsey and 72nd streets.” Only enter “Domicile Unknown.”
If a decedent is not experiencing homelessness at the time of their death, every effort should be made to determine their resident address. If the informant knows the decedent had a permanent address but simply does not know it (this often happens if a death occurs when someone is visiting from out-of-state), then using “Unknown” in the address fields is appropriate. Please add a comment to the record in OVERS stating that the informant did not know the decedent’s address, so we know that the “Unknown” is information as provided from the informant.
Use the Predictive Drop-Down Lists in Address Fields When Possible:
Use the predictive drop-down lists for the address fields to ensure the correct names of cities, counties, states and countries are entered. Once you type in three letters, a list should appear with choices from which to choose your final selection. This includes selecting the full name of the state instead of entering in the abbreviation.
If you notice that the informant accidentally misspelled a city, county or state name (for example, left off the “h” at the end of Multnomah) please use the predictive text drop-down tool and enter the correct spelling as listed in OVERS.
Note, the State field should only be used for US states and territories AND for Canadian Provinces and Territories. Territories and provinces should not be entered into the Country field. They are included in the predictive drop-down list for the State field.
If you have any questions about completing the residence address section of OVERS, please contact CHS.Registration@oha.oregon.gov.
Triennial Review Tool Updated
Every three years the Center for Health Statistics meets with county vital records staff in a Triennial Review to assess program effectiveness, identify compliance with Oregon law and make plans for improvement. Compliance items on which counties are evaluated are outlined in the Triennial Review Tool.
We recently updated our Triennial Review Tool. Our goal was to simplify language, remove outdated items, improve clarity and incorporate feedback we received from county staff. The new version is twenty-two questions shorter and contains updated instruction. Thank you to those who provided input on our draft version.
Please familiarize yourself with the updated and approved Triennial Review Tool that is available here. Until May 8, counties may opt to use either version. After that, the new version will be used exclusively.
Some of the changes include:
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Consolidation of several questions about releasing data (question 6) – counties refer all requests to the state other than providing paid certified copies to eligible persons and the weekly voter registration report
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Updated notification requirements (question 7 and 29) – the state is notified when a vital records office closes or alters their business hours for two or more business days or experiences a confidentiality breach
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Addition of continuity of operations planning (question 8) – counties don’t need to have a completed plan for emergencies but should begin working towards one
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Changes to death record amendments (question 16) – counties can now amend some previously restricted fields when they have a funeral director affidavit that states the change is due to clerical error
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Direction for what information needs entered into OVERS for an order (question 23) – all information from the order form that has a corresponding field in OVERS should be entered
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Retention policy updates (question 30) – three years for order forms and supporting documents unless county policy is more stringent and the addition of an electronic storage option
While most items in the Triennial Review Tool are in statute or administrative rule, additional procedures or instructions supported by law are sometimes needed. These are shared through Instructional Memos from the State Registrar according to ORS 432.035(1). In the coming months, we will be working to update our Instructional Memos to align with the new Triennial Review Tool.
If you have questions regarding the Triennial Review Tool or Instructional Memos, please contact CHS.PartnerServices@oha.oregon.gov.
County Invite
The County Work Group is an optional meeting for county vital records staff to learn about current vital records topics, ask questions and share ideas with each other.
Register here for the County Work Group April 25, 2:00 - 3:00 p.m.
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