Amendment to CSC MC No. 31, S. 2001: Processing of Requests for Correction of Personal Information in CSC Records

December 18, 2006

CSC RESOLUTION NO. 062242

AMENDMENT TO ITEM NO. 4 OF CIVIL SERVICE COMMISSION MEMORANDUM CIRCULAR NO. 31, SERIES OF 2001 (CSC MC NO. 31, S. 2001) DATED NOVEMBER 20, 2001

WHEREAS, Section 12 (3), Book V of the Administrative Code of 1987 confers on the Civil Service Commission the authority to promulgate policies, standards and guidelines for the efficient and effective personnel administration in the government; DAaEIc

WHEREAS, the Civil Service Commission is mandated to keep and maintain personnel records of all officials and employees in the civil service;

WHEREAS, the Commission receives numerous requests for correction of personal information, particularly dates of birth and names, appearing in the records of the Commission;

WHEREAS, the enactment of Republic Act No. 9048 which is 'An Act Authorizing the City or Municipal Civil Registrar or the Consul General to Correct A Clerical or Typographical Error in an Entry and/or Change of First Name or Nickname in the Civil Register Without Need of a Judicial Order, Amending for this purpose Articles 376 and 412 of the Civil Code of the Philippines' and recent court jurisprudence necessitate changes in our present rules;

WHEREAS, the existing rules in the processing of requests for correction of personal information in the records of the Commission need to be updated and revised to make them more responsive to the demands for speedy and judicious disposition of said requests;

WHEREAS, there is a need to review the requirements set forth in Item No. 4 of CSC MC No. 31, series of 2001, on the supporting documents required to support a Certificate of Live Birth issued on the basis of a late registration. In particular, what can be accepted to support the said Certificate of Live Birth when the Baptismal Certificate has been lost during a war, fire or natural calamity. Also, there is a need to consider the special situation of people who were not baptized;

NOW, THEREFORE, the Commission hereby resolves to amend Item No. 4 of CSC MC No. 31, series of 2001, and adopts the following new guidelines to be used in the processing of requests for correction of personal information in the records of the Commission, without however sacrificing the higher interest of justice and equity:

"4. A birth certificate issued on the basis of a late registration of birth shall constitute a sufficient evidence to warrant a correction or change of information in the records of the Commission; provided that, other authenticated supporting documents are submitted including:

a. Baptismal Certificate, unless it has been lost or destroyed during a war, fire, natural calamity or any other fortuitous event as certified by the proper church authority or if the requesting party was not issued any baptismal certificate or other individuals who were not baptized. However, other authentic and reliable documents in lieu of a baptismal certificate, which shows the information or data requested to be corrected, must be submitted as mentioned in letter 'c' hereunder;

b. Affidavits of Two (2) Disinterested Witnesses; and

c. Other Employment, Personal or School Records which would support the entry reflected in the belatedly registered birth certificate and which entry is requested to be reflected in the records of the Commission as the true and correct entry."

This Resolution shall take effect fifteen (15) days after its publication in a newspaper of general circulation.

Quezon City, December 18, 2006.

(SGD.) KARINA CONSTANTINO-DAVIDChairman

(SGD.) CESAR D. BUENAFLORCommissioner

(SGD.) MARY ANN Z. FERNANDEZ-MENDOZACommissioner

Attested by:

(SGD.) JUDITH D. CHICANODirector IVCommission Secretariat-Liaison Office

Published in The Manila Times on January 19, 2007.