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Fax: (044) 511-1371
email: dioceseofsanjosene@gmail.com

Chancery Procedures

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PROCEDURE FOR PARTIAL CHANGES AND FULL RECONSTRUCTION OF RECORDS
  1. For partial changes, the petitioner should secure the following from his/her parish:
    1. Request for Partial Changes of Parish Records -  This is a letter from the parish priest addressed to His Excellency Most. Rev. Roberto C. Mallari, D.D. stating the request to make partial changes on the baptismal, confirmation or marriage record.
    2. Affidavit for Partial Changes of Parish Record – This is an affidavit executed by the petitioner, sworn before the Parish Priest stating the corrections and the purpose of the request.
  2. For Full Reconstruction of Records, the petitioner should secure the following from his/her parish:
    1. Request for Full Reconstruction of Parish Records – This is a letter from the parish priest, addressed to His Excellency Most Rev. Roberto C. Mallari, D.D. stating the request to make the full reconstruction of the baptismal, confirmation or marriage record.
    2. Affidavit for Full Reconstruction of Parish Record  - This is an affidavit executed by the petitioner, sworn before the Parish Priest stating the request to make the reconstruction and the purpose of the request.
  3. The above documents must be submitted to the Chancery Office for evaluation together with the following basic requirements:
    1. A copy of a newly issued birth certificate (LCR and NSO)
    2. A copy of the baptismal, confirmation or marriage certificate that should be corrected
  4. Based on the evaluation,  the petitioner may or may not be asked to submit additional requirements.
  5. If there are no problems, the application for partial changes or full reconstruction will be immediately approved. A written decree will be issued by the bishop authorizing the parish priest to grant the request to correct or reconstruct the records.
  6. The written decree and attached documents will be brought by the petitioner to his/her parish to allow the implementation of the correction and issue a corrected or reconstructed certificate.
  7. Only the petitioner or their parents if they are minors, may apply for partial correction or full reconstruction of records. Other representatives or agents are required to submit a letter of authorization if the concerned party is within the diocese of San Jose; or a Special Power of Attorney, if the concerned party is outside the diocese of San Jose or abroad.
PROCEDURE FOR SECURING MARRIAGE CLEARANCE
A Marriage Clearance is required for marriages under the Catholic Church between a Filipino and a foreign partner. This is secured from the Chancery Office of the Diocese of San Jose, Nueva Ecija.
  1. Get  a form from the Chancery Office called “Application for the Issuance of Clearance for Marriage Between a Filipino and a Foreigner in the Catholic Church".
  2. Fill in the form and attached the appropriate supporting documents. The application is submitted with the required attachments to the chancery office for evaluation, processing and approval.
  3. The necessary documents must be secured for a speedy processing of the application. The requirements may vary depending on whether the couple are Catholics, non-Catholics or divorced. Some of the basic supplementary requirements include the following:
    1. For baptized partner, recently issued baptismal certificate with notation “For marriage purposes”.
    2. For Catholic partner, a certification of freedom to marry from your parish, or copy of the publication of three Sunday banns.
    3. For foreign partner, an embassy clearance / legal capacity to marry.
    4. For couples who are already married, a certificate of marriage.
    5. For a widowed partner, the death certificate of deceased spouse.
    6. For non-Catholics, a dispensation from the impediment of either “mixed religion or disparity of cult”
    7. For divorced persons, an official church declaration of nullity of previous marriages, the decree of divorce, civil annulment with certificate of finality, copy of the previous certificate of marriage, etc., as the case maybe.
    8. For Japanese citizens, an interview and endorsement from Fr. Toru Nishimoto, CSsR is required.
  4. Processing of application takes about two working days. Applicants are strongly advised to apply for Marriage Clearance between 6 months to 1 month before wedding date.
PROCEDURE FOR SECURING A DISPENSATION FROM THE IMPEDIMENT OF MIXED RELIGION OR DISPARITY OF CULT
For marriages between a Catholic and a non-Catholic, secure a form called MIXED MARRIAGE, FORMULA OF THE PROMISES AND DECLARATION OF THE CONTRACTING PARTIES from the parish. Fill up the form and submit to the chancery office together with the endorsement letter from the parish priest. The Chancery Office, if there are no impediments, will in turn issue a dispensation for mixed religion or disparity of cult as the case maybe signed by His Excellency Most Rev. Roberto C. Mallari, D.D.
CHECKLIST OF REQUIREMENTS FOR FULL RECONSTRUCTION OF RECORDS
    1. BAPTISM
      1. General Requirements
        1. Certificate of Loss of Baptismal Record from the parish of the petitioner
        2. Request for Full Reconstruction of Baptismal Records from the parish priest.
        3. An affidavit from an unexceptionable witness or from the petitioner if already an  adult,  accomplished  before the parish priest of the parish where the petitioner received the sacrament.  In case there are no unexceptionable witness,  the parish priest can execute the affidavit himself after diligent discernment over the matter. Otherwise, the only thing that he can do is issue a Certificate of Loss of  Record.
        4. Original copy of newly issued birth certificate from the Local Civil Registrar’s Office (LCR)  and from the National Statistics  Office (NSO)
        5. Original copy of newly issued Parent’s Marriage Contract from the Local Civil Registrar’s Office (LCR) and from the National Statistics Office (NSO)
        6. Original copy of newly issued Church Marriage Certificate
        7. Form 137 (Elementary School Record); High School Record; Transcript of Record
        8. Valid ID’s
      2. For Cases without Birth Certificate and Late Registry of Birth Certificate
        1. First three requirements above.
        2. Certificate of “No Record” from the Local Civil Registrar’s Office ( LCR) and from the National Statistics Office (NSO)
        3. Certified copy of hospital records/ lying in clinic records
        4. Notarized affidavit explaining why birth was registered late or why there are no record
        1. Other Accepted Proofs
          1. Memorandum of baptism (data form filled-up at the time the sacrament is requested)
          2. Pictures taken during the baptism .  A notarized affidavit identifying the picture is  required.
          3. Confirmation Certificate (required if the petitioner has received the sacrament of confirmation)
          4. Official Receipt issued by the Parish
      3. For Full Reconstruction of Baptismal Record when no proof is available
        1. First three requirements above.
        2. Notarized Affidavits with details of the baptism / confirmation of the person; Affidavits executed by (a) parents (b) witness/sponsor
        3. When picture is presented as evidence, a Notarized Affidavit identifying the picture is required.
        4. Certificate of “No Record” of Baptism / Confirmation from nearby Parishes.
        1. Other Accepted Proofs
          1. SSS (E-1 or E-4)
          2. GSIS Membership Form
          3. Certified true copy of hospital records/ lying in clinic
          4. Alien Certificate of Residency (ACR)
          5. Immigrant Certificate of Residency (ICR)
    2. CONFIRMATION
      1. General Requirements
        1. Newly issued baptismal certificate (required only for the reconstruction of confirmation certificate)
        2. Certificate of Loss of Confirmation Record from the parish of the petitioner 
        3. Request for Full Reconstruction of Confirmation Records from the parish priest.
        4. An affidavit from an unexceptionable witness or from the petitioner if already an  adult,  accomplished  before the parish priest of the parish where the petitioner received the sacrament.  In case there are no unexceptionable witness,  the parish priest can execute the affidavit himself after diligent discernment over the matter. Otherwise, the only thing that he can do is issue a Certificate of Loss of  Record.
        5. Original copy of newly issued birth certificate from the Local Civil Registrar’s Office (LCR)  and from the National Statistics  Office (NSO)
          1. Original copy of newly issued Parent’s Marriage Contract from the Local Civil Registrar’s Office (LCR) and from the National Statistics Office (NSO)
        6. Original copy of newly issued Church Marriage Certificate
        7. Form 137 (Elementary School Record); High School Record; Transcript of Record
        8. Valid ID’s
      2. For Cases without Birth Certificate and Late Registry of Birth Certificate
        1. First three requirements above.
        2. Certificate of “No Record” from the Local Civil Registrar’s Office ( LCR) and from the National Statistics Office (NSO)
        3. Certified copy of hospital records/ lying in clinic records
        4. Notarized affidavit explaining why birth was registered late or why there are no record
        1. Other Accepted Proofs
          1. Memorandum of confirmation (data form filled-up at the time the sacrament is requested)
          2. Pictures taken during the confirmation .  A notarized affidavit identifying the picture is  required.
          3. Official Receipt issued by the Parish
      3. For Full Reconstruction of Baptismal Record when no proof is available
        1. First three requirements above.
        2. Notarized Affidavits with details of confirmation of the person; Affidavits executed by (a) parents (b) witness/sponsor
        3. When picture is presented as evidence, a Notarized Affidavit identifying the picture is required.
        4. Certificate of “No Record” of Confirmation from at least two nearby Parishes.
        1. Other Accepted Proofs
          1. SSS (E-1 or E-4)
          2. GSIS Membership Form
          3. Certified true copy of hospital records/ lying in clinic
          4. Alien Certificate of Residency (ACR)
          5. Immigrant Certificate of Residency (ICR)
    3. MARRIAGE
      1. General Requirements
        1. Certificate of Loss of Marriage Record from the parish of the petitioner 
        2. Request for Full Reconstruction of Marriage Records from the parish priest.
        3. An affidavit from an unexceptionable witness or from the petitioner if already an  adult,  accomplished  before the parish priest of the parish where the petitioner received the sacrament.  In case there are no unexceptionable witness,  the parish priest can execute the affidavit himself after diligent discernment over the matter. Otherwise, the only thing that he can do is issue a Certificate of Loss of  Record.
        4. Original copy of newly issued birth certificate of the bride and the groom from the Local Civil Registrar’s Office (LCR)  and from the National Statistics  Office (NSO)
        5. Original copy of newly issued Parent’s Marriage Contract from the Local Civil Registrar’s Office (LCR) and from the National Statistics Office (NSO)
        6. Baptismal certificate of both the bride and the groom
        7. Form 137 (Elementary School Record); High School Record; Transcript of Record
        8. Valid ID’s
      2. For Cases without Birth Certificate and Late Registry of Birth Certificate
        1. First three requirements above.
        2. Certificate of “No Record” from the Local Civil Registrar’s Office ( LCR) and from the National Statistics Office (NSO)
        3. Certified copy of hospital records/ lying in clinic records
        4. Notarized affidavit explaining why birth was registered late or why there are no record
        1. Accepted Proofs
          1. Pictures taken during the marriage. A notarized affidavit identifying the picture is required.
          2. Old Marriage Contract
          3. Wedding Invitation
          4. Official Receipt issued by the Parish
      3. For Full Reconstruction of Baptismal Record when no proof is available
        1. First three requirements above.
        2. Notarized Affidavits with details of the baptism of the person; Affidavits executed by (a) parents (b) witness/sponsor
        3. When picture is presented as evidence, a Notarized Affidavit identifying the picture is required.
        1. Other Accepted Proofs
          1. SSS (E-1 or E-4)
          2. GSIS Membership Form
          3. Certified true copy of hospital records/ lying in clinic
          4. Alien Certificate of Residency (ACR)
          5. Immigrant Certificate of Residency (ICR)
CHECKLIST OF REQUIREMENTS FOR PARTIAL CORRECTION OF BAPTISMAL, CONFIRMATION AND MARRIAGE RECORDS
  1. General Requirements
    1. A copy of the newly issued baptismal/confirmation/marriage certificate that you wish to correct
    2. An affidavit from from the petitioner pointing out the wrong entries and thecorrections that have to be made. This affidavit should be signed by the petitioner in front of one or two witnesses and countersigned by the parish priest or assistant parish priest.  
    3. Request for Partial Correction of Baptismal/Confirmation/Marriage Records from the parish priest.     
    4. Original copy of newly issued birth certificate from the Local Civil Registrar’s Office and from the National Statistics Office (NSO)
    5. Original copy of newly issued Parent’s Marriage Contract from the Local Civil Registrar’s Office or from the National Statistics  Office (NSO)
    6. Original copy of newly issued Church Marriage Certificate
    7. Form 137 (Elementary School Record); High School Record; Transcript of Record
    8. Valid ID’s
  2.  For Cases without Birth Certificate and Late Registry of Birth Certificate
    1. First three requirements above.
    2. Certificate of “No Record” from the Local Civil Registrar’s Office and from the National Statistics Office
    3. Certified true copy of hospital records/ lying in clinic records
    4. Notarized affidavit explaining why birth was registered late or why there are no  records
  3. For Complicated Cases
    1. Notarized affidavit by the parents explaining the discrepancies (such as an an affidavit enumerating the names and birthdays of all their children )
  4. For Adoption Cases
    1. Certified true copy of the Court’s Decision on the adoption
    2. Certified true copy of Finality
    3. Un-amended birth certificate  
    4. Amended Birth certificate
    1. Accepted Proofs
      1. SSS (E-1 or E-4)
      2. GSIS Membership Form
      3. Certified copy of hospital records / lying in clinic
      4. Alien Certificate of Residency (ACR)
      5. Immigrant Certificate of Residency (ICR)

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