Social workers are required to produce a certified or copy of a certified birth certificate at various stages and for various purposes during the child welfare system process. For example, birth certificates are required:

• To apply for Social Security benefits
• When terminating parental rights
• To finalize an adoption
• To verify a child’s eligibility under the Indian Child Welfare Act (ICWA)
• In some situations, to verify paternity.
  

Social workers who make initial requests for birth certificates:

• Request six (6) original birth certificates with embossed seals.

Upon receiving the birth certificates, the social worker:

• Places two of the originals in a sealed envelope and label the envelope For Adoption Purposes Only. 
• Places the other 4 certificates in an envelope marked Birth Certificates.
• Files both envelopes in the case file on the 2nd fastener under the Case Summary Sheet – top right of the case file.  

If a social worker receives the birth certificates after the case has been transferred, the Social Worker:

• Places the 6 originals in a manila envelope.
• Writes “Route to (name of SW)” on the envelope, if the new social worker is known.
• Writes “ID and Forward - Birth Certificates” on the envelope, if the new Social Worker is not known.
• Submits the envelope to clerical to ID and/or forward the envelope with the birth certificates to the new Social Worker. 
• The new Social Worker creates a For Adoption Purposes Only envelope and files the envelope and the other certificates in the case file.

To request a birth certificate:

• Fill out a Birth Certificate Application (SCZ 58)
• Route the first page of the SCZ 58 to:

Accounts Payable
333 W. Julian, 2nd floor
______________
Tele: 491-6411

Turn around time for birth certificates requested via the SCZ 58 is approximately :

• 2 weeks for birth in Santa Clara County
• 4 weeks for California county other than Santa Clara
• Indeterminate for other states or countries
  

• May print out and complete an application for a Clerk-Recorder Birth/Death Order Form prior to going to the
  • Clerk-Recorder’s Office
    East Wing, First floor
    70 West Hedding Street (at First Street)
    San Jose CA 95110

 

• Must have $11.00 cash or check for each certificate that will be requested.

• Takes the completed order form to the Clerk-Recorder’s Office.

• Shows his/her DFCS ID badge to get the government rate of $11.00 for each certificate.
  
  

Click here for direct on-line Instructions

• Orders will be processed while you wait in most cases.

• Complete a DFCS Special Funds Request (SCZ414Z) Birth Certificate ~ Emergency Payment (SW Reimbursement) to request reimbursement.

• Submit the SCZ 414Z for supervisor/manager signatures.