Skip Navigation LinksNotification-Procedure-When-A-Local-Registrar-Leaves-Office_7-26-23 Notification Procedure When A Local Registrar Leaves Office - July 26, 2023

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GAVIN NEWSOM
Governor

State of California—Health and Human Services Agency
California Department of Public Health


​​​​​

Local Registrars of Births and Deaths Chief Deputy Registrars of Births and Deaths
Notification Procedure When a Local Registrar Leaves Office
7/26/2023





​This All County Letter (ACL) serves to inform local registrars of births and deaths of the notification procedure to follow when a local registrar leaves office.

Pursuant to Health and Safety Code (HSC) section 102315, the local registrar’s signature is required to appear on all birth, death, fetal death, and marriage records once locally registered. When there is a change in local registrar, this must be communicated timely to the state registrar so that we can update the California Integrated Vital Records System (Cal-IVRS) with the new local registrar’s name.

Timely notification is crucial to avoid any delays in registration and to ensure that records are registered with the correct local registrar’s information, as vital records may not be registered by the departing local registrar after the final day occupying the office.

When a local registrar leaves office, local registrars must submit a formal email notification of the transition to be considered as timely communication to the state registrar. The notification must be submitted in advance, prior to the departure of the current local registrar and the start of the new local registrar, to allow adequate time for Cal-IVRS to update.

The formal email must include the following​ information in the template below when notifying of the local registrar change:

Current Local Registrar:
Date Ending:

New Local Registrar:
Name/Title ​as it Should Appear on Vital Records:
​Date Starting:

Please submit the formal notification email to the Registration Help Desks:

Birth Registration Help Desk – EBRSHelp@cdph.ca.gov
Fetal Death Registration Help Desk – FDRSHelp@cdph.ca.gov​
Death Registration Help Desk – EDRSHelp@cdph.ca.gov
For any questions regarding this matter, please contact the California Department of Public Health – Vital Records (CDPH-VR), Birth and Marriage Registration Section at EBRSHelp@cdph.ca.gov​ or (916) 445-8494.

Sincerely,

Original signed by:
Dana E. Moore, MPH, CPH State Registrar
Deputy Director Chief Data Officer

Center for Health Statistics and Informatics​​​​​

CDPH Vital Records 
P.O. Box 997410, MS 5103 Sacramento, CA 95899-7410 
(916) 552-8116 ● (916) 552-8170 FAX 
Internet Address: www.cdph.ca.gov