Contents
Legislation passed in 2013 allows a customer to obtain certified copies of Virginia birth certificate at a DMV Customer Service Center.
There are potentially four names involved in the transaction:
1. The Requester - the person at the counter making the request.
2. The Registrant - the person named on the birth certificate.
3. The Mother - the registrant's mother named on the birth certificate. Note: If a mother is listed on the birth certificate, the mother's maiden name - (her name at the time of her birth) must be provided by the customer requester.
4. The Father - the registrant's father named on the birth certificate (if available).
The Requester must be a DMV customer . If they are not, you must create a customer using SPECUS before beginning the transaction. You must select Vital Record Certified Copy (VR) as the reason for the creation of the customer.
The Vital Record transaction is used to search for a record of a Virginia customer's birth and (if a record is found) produce a birth certificate.
Requesting a certified copy of a birth certificate is a multi-step process spanning two transactions -- potentially three if additional copies are needed -- as shown below. Note: During the multi-step process, it is preferable to NOT save and recall.
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• Requester - The transaction begins with entering the Requester information. The name and address information is automatically populated with information from the DMV customer record. Additional information to be added is taken from the Requester's application, to include: the Requester's relationship to the Registrant and the reason for the request.
• Payment - After completing that Requester's Information section, you must collect payment. This transaction is unique from other DMV transactions because the customer is paying for the search, not for the certificate.
Once payment is collected, the transaction should NOT be voided. Any issues after that time must be resolved by the Requester contacting the Department of Health.
• Registrant - The transaction requires the CSR to enter the birth record information, to include the Registrant, mother, and/or father, depending on the scenario.
• Search - After entering the Requester information, collecting payment, and entering the Registrant information, you then initiate a search for the birth record. During this step, DMV will receive a message indicating a match is found or is not found. If the record is not found or not matched, you may need to confirm with the Requester that the information they provided is correct. If any information they provided is not correct, the CSR needs to ensure the requester has updated their application, correct the necessary fields, and perform another search by re-clicking .
• Print 1 - Once a record match has been received by the system and all information returned from VDH has been reviewed, you will click the Process button to print. After retrieving the Birth Certificate from the printer, you must confirm the document number in mySelect. This information is critical in maintaining an accurate accounting of this inventory.
Birth Certificate paper is a controlled asset, so care must be taken to ensure proper handling. If you have any questions about handling procedures, please consult your Manager.
This transaction is launched at the end of DVRRBC, after printing the first certificate. This transaction is an option that may be selected by the CSR if the Requester has indicated they need additional copies. The first payment transaction was for the search of VDH records. If additional copies are requested, the CSR will enter the number of certificates requested and collect payment.
To process a request for a birth certificate
1. If not already open, Open the Customer Console using the customer's number or name.
From the Console Go To
Steps to Follow
If the customer is required to prove legal presence and is eligible to use Vital Records the following alert will display in the Alerts grid.
CUIDNM Legal Presence Required - VDH/EVVE Available
1. Clicking the button will launch the Maintain Proof of Legal Presence/Residency transaction form.
Click the Quick Navigation button on the menu bar in the Customer Console.
1. Select VDH Request, the VDH Request (Step 1of 2) - phase 2 transaction form opens.
Note: This is the preferred method to access the VDH Request (Step 1of 2) - phase 2 transaction form
2. Continue with step 2.
1. Click the Transaction Menu button in the Main Menu Bar.
2. Navigate to Customer Transactions>Customer>VDH Request (Step 1 of 2) (DVRINI) .
3. Click the Inquire button.
Note: This is NOT the preferred method to access the VDH Request (Step 1of 2) - phase 2 transaction form. There may be missing important information that will cause a No Match with Vital Records.
4. Continue with step 2.
1. Enter DVRINI , then press the Enter key.
2. The VDH Request (Step 1of 2) - phase 2 transaction form opens.
3. Continue with step 2.
2. View and respond to the Requester Information message box.
If the No button is clicked, the the transaction is closed and the Customer Console appears.
If the Yes button is clicked, continue with Step 1: Enter Requester Info & Payment (DVRINI)
| 3. | From the Requester Relationship drop-down, select the Requester's relationship to the Registrant (name of birth certificate) as found on the Requester's application (DL-82). Note: The Requester's relationship to the Registrant must match the requester's gender; i.e. if the requester's gender is male, then the relationship cannot be sister, daughter or mother. |
If the Relationship is "Self" and Legal Presence is not already on the customer file, then Legal Presence will automatically be updated (if a match is found).
| 4. | From the Reason for Request drop-down, select the reason for the request as found on the Requester's application (DL-82). |
| 5. | Click the Inquire button. When a valid record is retrieved in the system, the following new sections will be displayed. |
This section is where you provide additional information about the Requester which is specific to this vital record transaction.
Phone Number and Email are optional; however, you must select at least one Primary ID or two Secondary IDs .
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Requester Mailing Address
This optional section is where you can modify the Requester's Mailing Address for purposes of this vital record transaction only.
Modifications to the Mailing Address here do not update the Requester's DMV customer record .
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6. From the appropriate drop-downs, select the ID presented .
7. Click the Process button and Collect the customer's payment and process.
If the reason for this request is for Veteran's Benefits, the fee due will be $0.00.
8. Enter the payment information.
9. Click the Process button. The payment is processed and the Receipt Details dialog appears.
10. Click the Print Receipt button. The receipt for payment is sent to the printer. The Transaction Details dialog reappears displaying miscellaneous details about the transaction.
11. Click the Close button. This closes the Transaction Details dialog. Please wait for Step 2 to display.
After processing the payment, the VDH Request (DVRRBC) Step 2 of 2 transaction will automatically appear. All Requester Information previously entered is automatically populated and may no longer be edited.
If the requester's mailing address needs to be modified and was not done in Step 1, you may make those modifications in the
Requester's Mailing Address section of Step 2. The modifications are for purposes of this vital record transaction only and
does not update the Requester's DMV customer record.
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Now you are entering the Registrant (the person named on the birth certificate) information.
12. Enter the Registrant information. All required information is indicated by the icon.
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Before proceeding to the next step, be sure all the information entered is correct. Once you click the Search VDH button, the customer's fee is committed and cannot be refunded.
Mother's Maiden Name is her last name at the time of her birth .
13. Click the Send to VDH button. The search request is sent to VDH, VDH searches their records then sends back a response. The next step depends on the response received from VDH.
