INTRODUCTION - AVSS · 2006. 12. 19. · left fill with zeros. Sequential Serial Number (six...

CALIFORNIA BIRTH CERTIFICATE SYSTEM PAGE 1 USER MANUAL

INTRODUCTION The implementation of an automated system to accurately capture and record birth data necessitates sending large amounts of information from the counties to the Office of Vital Records (OVR). For this data to be usable, it must be sent in a form compatible with the vital statistics data processing system. This manual describes the requirements of the OVR in order for the county to transmit birth data in electronic form. Also available is the Handbook for Birth and Death Registration that provides instructions for the completion and registration of birth and death certificate forms.

1/07 INTRODUCTION


EDIT SPECIFICATIONS

Data Element Name given to an item on the birth certificate (VS-10).

Definition Explanation of what the data element signifies.

Field Number Where the data element appears on the birth certificate (VS-10)

Field Length Maximum number of alpha/numeric characters required (EDP Record) for

this data element on the EDP file. (EDP file is the Electronic Data Processing file transmitted to OVR. It is also referred to as an electronic file.)

Record Position Field location of the data element on the EDP file. (EDP Record)

Edit Criteria Valid entries that are required for this data element.

Validation Required

A data element or data relationship that has a questionable entry must be validated. Questionable entries are those that are unlikely but possible. For example, if the sex of a child is entered as “undetermined” on the paper certificate (and coded as “9” on the electronic version of the record), all available sources of information must be checked to validate that the entry of undetermined is correct. The sources include, but are not limited to, questioning the parent or informant, referring to labor and delivery logs and/or medical charts, questioning the physician or other attendant to the birth, etc. Each birth record requiring validation must contain the following information:

• Field number(s) of the entry (entries) requiring validation • Value(s) entered in the field(s) • Initials of the person(s) who validated the entry

Continued on next page

1/07 EDIT SPECIFICATIONS


EDIT SPECIFICATIONS

Cross Reference(s)

For some fields data elements will be cross-referenced with other data elements to assure accurate entries. For example: Date of Last Live Birth (27C) and/or Date of Last Other Termination (27F) may not be greater than Date of Birth (4A). A record cannot be transmitted until it passes all the cross-reference checks.

Required for Electronic Transmission to State

Indicates which data elements are to be contained on the electronic birth records sent to the State by the local registration districts.

Special Consideration(s)

Additional information for clarification of the paper certificate and electronic data elements.

1/07 EDIT SPECIFICATIONS


EDIT SPECIFICATIONS

Data Element STATE FILE NUMBER (SFN)

Definition This area is for use by the Office of Vital Records (OVR) only.

Field Name SFN (Upper left corner of certificate)

Field Length (EDP Record)

13

Record Position (EDP Record)

0001-0013

Edit Criteria Must be blank

Validation Required

None

Cross Reference(s)

None


No


This is a sample layout of what comprises a Birth State File Number.

Event Type State Century/Year Certificate Number

1 05 2007 000304

1/07 STATE FILE NUMBER (SFN)


EDIT SPECIFICATIONS

Data Element LOCAL REGISTRATION NUMBER

Definition The 13-digit number which identifies the type of event, the year in which the

event occurred, the county or LRD in which it was registered, and a sequential serial number.

Field Name LRN (Upper right corner of certificate)


13


0014-0026

Edit Criteria Numeric. May not be blank. The required format is as follows:

Entry Event Type Code Century/Year of Event LRD Code Sequential Serial Number Event Type Code (one digit): 1 = Birth Century (two digits): Valid entry is “20”. Year of Event (two digits): The last two digits of the year in which the birth occurred. LRD Code: Valid entries are all numeric, 01-58 and 61, 62, 63. Right justify, left fill with zeros. Sequential Serial Number (six digits): The sequential serial number assigned to each birth, beginning with “000001” for the first event which occurred in the calendar year. These record positions may not be blank. Right justify, left fill with zeros. Valid numeric entries are greater than all zeros (“000001” through “999998”).


1/07 LOCAL REGISTRATION NUMBER


EDIT SPECIFICATIONS

Data Element (continued)

LOCAL REGISTRATION NUMBER

Validation Required

None

Cross Reference(s)

Year of Event must equal Year of Date of Birth (4A). The Local Registration District Code (included in the Local Registration Number) must be valid for the County of Birth Occurrence (5D). This is a sample layout of the method of assigning a Local Registration Number:

Event Type Event Year LRD Code Certificate

Number 1 2007 34 000154

Certificate Number

LRD Code Year of Birth

Event Type


Yes


The electronic record and the paper certificate must reflect 13 characters (1 for the Event Type, 4 for the Event Year, 2 for the LRD, and 6 for the Certificate Number).

1/07 LOCAL REGISTRATION NUMBER


EDIT SPECIFICATIONS

Data Element NAME OF CHILD – FIRST

Definition The given name by which the child is called and distinguished from others.

Field Number 1A


30


0027-0056

Edit Criteria Name should appear exactly as shown on the certificate, including all

punctuation. Left justify with trailing blanks.

Validation Required

None

Cross Reference(s)

None


Yes


If the child has not been named, a dash, “-” must be entered on the paper certificate. However, positions on the electronic record must be blank.

1/07 NAME OF CHILD – FIRST


EDIT SPECIFICATIONS

Data Element MIDDLE (NAME OF CHILD)

Definition The name by which the child is called and distinguished from others.

Field Number 1B


24


0057-0080



Validation Required

None

Cross Reference(s)

None


Yes


If the child has not been named or has no middle name, a dash, “-” must be entered on the paper certificate. However, positions on the electronic record must be blank. “No Middle Name” (NMN), “No Middle Initial” (NMI), etc. are not acceptable entries.

1/07 MIDDLE (NAME OF CHILD)


EDIT SPECIFICATIONS

Data Element LAST (NAME OF CHILD)

Definition The family name by which the child is called and distinguished from others.

Field Number 1C


34


0081-0114


punctuation, Jr., Sr., II, III. Left justify with trailing blanks.

Validation Required

If alpha entries (other than a dash) are less than 2 characters. If the name in 1C is not contained in 6C or 9C, and if neither 1C, 6C nor 9C are equal to a dash.

Cross Reference(s)

1C, 6C and 9C may not all be blank.


Yes


If the child has not been named, a dash, “-” must be entered on the paper certificate. However, positions on the electronic record must be blank.

1/07 LAST (NAME OF CHILD)


EDIT SPECIFICATIONS

Data Element SEX

Definition The text representing the gender of the child designated as male, female or a

single dash if undetermined. The code representing the gender of the child designated as male, female or a single dash if undetermined.

Field Number 2


Text = 6 Code = 1


Text = 0115-0120 Code = 0121-0121

Edit Criteria Valid entries are:

Code Text1 = Male 2 = Female 9 = -

Validation Required

If the Sex Code is 9.

Cross Reference(s)

None


Yes


In this field the electronic representation of the sex will be a one digit numeric code. The paper certificate will show a “-” for undetermined, or “Male” or “Female” as appropriate.

1/07 SEX


EDIT SPECIFICATIONS

Data Element THIS BIRTH SINGLE, TWIN, ETC.

Definition The text representing the plurality of pregnancy, whether or not all infants or

fetuses of the conception were delivered alive. The code representing the plurality of pregnancy, whether or not all infants or fetuses of the conception were delivered alive.

Field Number 3A


Text = 12 Code = 1


Text = 0122-0133 Code = 0134-0134

Edit Criteria Valid codes are 1-8.

1 = Single 2 = Twin 3 = Triplet 4 = Quadruplet 5 = Quintuplet 6 = Sextuplet 7 = Septuplet 8 = Octuplet or more born

Validation Required

If code 4, 5, 6, 7, or 8 is entered. If this birth is single, and the Date of Last Live Birth (27C) is less than 9 months prior to Date of Birth (4A).


1/07 THIS BIRTH SINGLE, TWIN, ETC.


EDIT SPECIFICATIONS


THIS BIRTH SINGLE, TWIN, ETC.

Cross Reference (s)

Order of Birth (3B) may not be greater than the plurality unless Order of Birth (3B) is equal to 9.


Yes


In this field the electronic representation of the plurality will be a one-digit code. However, the paper certificate will have the alpha spelling of the plurality (e.g. twins, sextuplets, etc).

1/07 THIS BIRTH SINGLE, TWIN, ETC.


EDIT SPECIFICATIONS

Data Element IF MULTIPLE, THIS CHILD 1ST, 2ND, ETC.

(Also known as Order of Birth)

Definition The text representing the birth order of the child.

The code representing the birth order of the child.

Field Number 3B


1


0135-0135

Edit Criteria Valid entries are:

Code Text Code Text1 = 1st 6 = 6th 2 = 2nd 7 = 7th 3 = 3rd 8 = 8th 4 = 4th 5 = 5th

Validation Required

If a code “1” is entered, and the Date of Last Live Birth (27C) is less than 9 months prior to the Date of Birth (4A).

Cross Reference(s)

3B may not be greater than 3A.


Yes


1/07 IF MULTIPLE, THIS CHILD 1ST, 2ND, ETC.


EDIT SPECIFICATIONS


IF MULTIPLE, THIS CHILD 1ST, 2ND, ETC. (Also known as Order of Birth)


If this is a single birth, the paper certificate will contain a dash, the electronic field will contain a “1”.

1/07 IF MULTIPLE, THIS CHILD 1ST, 2ND, ETC.


EDIT SPECIFICATIONS

Data Element DATE OF BIRTH – MONTH, DAY, YEAR

Definition The month, day, and year in which the birth occurred.

Live Birth – The complete expulsion or extraction from its mother of a product of conception (irrespective of duration of pregnancy) which, after such separation, breathes or shows any other evidence of life such as beating of the heart, pulsation of the umbilical cord, or definite movement of voluntary muscles, whether or not the umbilical cord has been cut or the placenta is attached.

Field Number 4A


10


0136-0145

Edit Criteria Numeric. May not be blank. Valid entries must be in the format

CCYY-MM-DD. Dashes must be included as shown below. Example: 2007-03-04 CC = Century 20 YY = Year 00-99 MM = Month 01-12 Right justify, left fill with zeros. DD = Day 01-31 Depending on the month and allowing

for leap year.

Validation Required

If Item 3A is “single” or Item 3B is “1”, and the Date of Last Live Birth (27C) is less than 9 months prior to the Date of Birth (4A). If the Date Last Normal Menses Began (25A) precedes the Date of Birth by more than one year.


1/07 DATE OF BIRTH – MONTH, DAY, YEAR


EDIT SPECIFICATIONS


DATE OF BIRTH – MONTH, DAY, YEAR

Validation Required

If the Date of Last Live Birth (27C) and/or Date of Last Other Termination (27F) preceded the Date of Birth by more than 35 years. See Days of Gestation (GAGE) validation requirements.

Cross Reference(s)

The Date Accepted for Registration (17) may not be more than 12 months later than the Date of Birth. Date of Death (15A) may not precede Date of Birth.


Yes


In this field the electronic representation of the Date of Birth is in the format as previously stated. However, the paper certificate will be in the format of MM/DD/CCYY. Example: 06/29/2007 Month = 01-12 Slash = / Day = 01-31 Slash = / Year = Numeric (four digits of year)

1/07 DATE OF BIRTH – MONTH, DAY, YEAR


EDIT SPECIFICATIONS

Data Element HOUR – (24-HOUR CLOCK TIME) (OF BIRTH)

Definition The 24-hour clock time when this child was born. First two digits designating

hour and last two digits designating minutes. TIME CONVERSION TO 24-HOUR CLOCK Regular Clock 24-Hour Clock12:00 Midnight 0000 1:00 AM 0100 2:00 AM 0200 3:00 AM 0300 4:00 AM 0400 5:00 AM 0500 6:00 AM 0600 7:00 AM 0700 8:00 AM 0800 9:00 AM 0900 10:00 AM 1000 11:00 AM 1100 12:00 NOON 1200 1:00 PM 1300 2:00 PM 1400 3:00 PM 1500 4:00 PM 1600 5:00 PM 1700 6:00 PM 1800 7:00 PM 1900 8:00 PM 2000 9:00 PM 2100 10:00 PM 2200 11:00 PM 2300 11:59 PM 2359

Field Number 4B


4


1/07 HOUR – (24-HOUR CLOCK TIME) (OF BIRTH)


EDIT SPECIFICATIONS


HOUR – (24-HOUR CLOCK TIME) (OF BIRTH)


0146-0149

Edit Criteria Valid entries are all numeric 0000-2359 and 9999.

Hour must be 00-23, minutes 00-59. 9999 = unknown (to be used by the LRD’s only) Right justify, left fill with zeroes.

Validation Required

If Hour is 9999.

Cross Reference(s)

None


Yes


If the Hour of Birth is “Unknown”, the paper certificate will so state. However, the electronic field will show 9999.

1/07 HOUR – (24-HOUR CLOCK TIME) (OF BIRTH)


EDIT SPECIFICATIONS

Data Element PLACE OF BIRTH – NAME OF HOSPITAL OR FACILITY

Definition The name of the hospital or other place where the birth occurred. If not a

hospital, enter some descriptive noun such as “home”, “auto”, etc.

Field Number 5A


36


0150-0185

Edit Criteria Left justify with trailing blanks. Name should appear exactly as printed in

Appendix E if space allows (and if applicable).

Validation Required

None

Cross Reference(s)

The maternity hospital must be valid for the County of Birth Occurrence (5D).


Yes


Box A, Maternity Hospital Code, is derived from place of birth.

1/07 PLACE OF BIRTH – NAME OF HOSPITAL OR FACILITY


EDIT SPECIFICATIONS

Data Element STREET ADDRESS – STREET AND NUMBER, OR LOCATION (OF

PLACE OF BIRTH)

Definition The full street or rural address where the birth occurred. If enroute to a

hospital, the nearest cross streets or position on the highway, e.g. “intersection 4th and Main” or “Z miles east of Metro City on US 105”.

Field Number 5B


44


0186-0229

Edit Criteria Left justify with trailing blanks.

Validation Required

None

Cross Reference(s)

None


Yes

1/07 STREET ADDRESS…(OF PLACE OF BIRTH)


EDIT SPECIFICATIONS

Data Element CITY (OF PLACE OF BIRTH)

Definition The city (or town) where the birth occurred.

Field Number 5C


36


0230-0265


Validation Required

None

Cross Reference(s)

None


Yes

1/07 CITY (OF PLACE OF BIRTH)


EDIT SPECIFICATIONS

Data Element COUNTY (OF PLACE OF BIRTH)

Definition The text representing the name of the county where the birth occurred.

The code representing the county where the birth occurred.

Field Number 5D


Text = 16 Code = 3


Text = 0266-0281 Code = 0282-0284

Edit Criteria (Text)

Left justify with trailing blanks. See Appendix F for accepted California jurisdictions.

Edit Criteria (Code)

Right justify with leading zeros. See Appendix F for accepted values.

Validation Required

None

Cross Reference(s)

Local Registration District code (included in the Local Registration Number) must be valid for the County (of Birth Occurrence).


Yes


The text is displayed on the hardcopy.

1/07 COUNTY (OF PLACE OF BIRTH)


EDIT SPECIFICATIONS

Data Element NAME OF FATHER/PARENT – FIRST

Definition The legal first name of the father/parent.

Field Number 6A


20


0285-0304



Validation Required

None

Cross Reference(s)

If Mother Married is coded 2 or 9, and Declaration of Paternity is coded “N”, then Father’s Name (6A, 6B, 6C) must contain a dash.


Yes


If a dash, “-”, is entered on the paper birth certificate, the electronic record must also contain a dash. “Unknown”, “Withheld”, “Refused”, “Declined”, and “A.I.” (Artificial Insemination), are not acceptable entries.

1/07 NAME OF FATHER/PARENT – FIRST


EDIT SPECIFICATIONS

Data Element MIDDLE (NAME OF FATHER/PARENT)

Definition The legal middle name of the father/parent.

Field Number 6B


15


0305-0319



Validation Required

None

Cross Reference(s)

If Mother Married is coded 2 or 9, and Declaration of Paternity is coded “N”, then Father’s Name (6A, 6B, 6C) must contain a dash.


Yes


If a dash, “-”, is entered on the paper birth certificate, the electronic record must also contain a dash. “Unknown”, “Withheld”, “Refused”, “Declined”, “A.I.” (Artificial Insemination), “No Middle Name” (NMN), and “No Middle Initial” (NMI), are not acceptable entries.

1/07 MIDDLE (NAME OF FATHER/PARENT)


EDIT SPECIFICATIONS

Data Element LAST (NAME OF FATHER/PARENT)

Definition The legal last name of the male parent.

Field Number 6C


26


0320-0345

Edit Criteria Name should appear exactly as SHOWN on the certificate including all

punctuation, Jr., Sr., II, III. Other acceptable entries include a dash “-”. Ignore all AKAs (Also Known As) and all titles and degrees as follows: Ph.D., M.D., D.O., D.D.S., O.D., C.N.M., N.P., R.N., P.A., P.A.C., R.N.C., R.N.P., S.N.M., R.N.M., C.N., D.C., E.M.T., L.V.N. Left justify with trailing blanks.

Validation Required


Cross Reference(s)

1C, 6C and 9C may not all be blank. If Mother Married is coded 2 or 9, and Declaration of Paternity is coded “N”, then Father’s Name (6A, 6B, 6C) must contain a dash.


Yes


1/07 LAST (NAME OF FATHER/PARENT)


EDIT SPECIFICATIONS


LAST (NAME OF FATHER/PARENT)


If a dash, “-”, is entered on the paper birth certificate, the electronic record must also contain a dash. “Unknown”, “Withheld”, “Refused”, “Declined”, and “A.I.” (Artificial Insemination) are not acceptable entries.

1/07 LAST (NAME OF FATHER/PARENT)


EDIT SPECIFICATIONS

Data Element BIRTHPLACE – STATE/COUNTRY (OF FATHER/PARENT)

Definition The text representing the U.S. state, U.S. territory, Canadian province, or

foreign country where the father/parent was born. The code representing the U.S. state, U.S. territory, Canadian province, or foreign country where the father/parent was born. See Appendix B for birthplace codes.

Field Number 7


Text = 15 Code = 3


Text = 0346-0360 Code = 0361-0363

Edit Criteria Right justify numeric values with leading zeros.

Left justify non-numeric values with trailing blanks. Valid code entries are listed in Appendix B.

Validation Required

None

Cross Reference(s)

None


Yes


1/07 BIRTHPLACE – STATE/COUNTRY (OF FATHER/PARENT)


EDIT SPECIFICATIONS


BIRTHPLACE – STATE/COUNTRY (OF FATHER/PARENT)


If a dash, “-”, is entered on the paper certificate, the electronic record must also contain a dash. If the State of Birth is unknown, the paper certificate will have a single dash, the electronic record text will be a dash left justified with trailing blanks, and the electronic record code will be xx blank.

1/07 BIRTHPLACE – STATE/COUNTRY (OF FATHER/PARENT)


EDIT SPECIFICATIONS

Data Element DATE OF BIRTH – MONTH, DAY, YEAR (OF FATHER/PARENT)

Definition The month, day, and year of the father/parent’s birth.

Field Number 8


10


0364-0373

Edit Criteria Numeric or dashes. May not be blank. Valid entries must be in the format

CCYY-MM-DD. Dashes must be included as shown below. Example: 1976-10-24

CC = Century 19, 20 YY = Year 00-99 MM = Month 01-12 Right Justify, left fill with zeros. DD = Day 01-31 Depending on the month and allowing for

leap year.

Validation Required

See Age of Father (FAGE) validation requirements. See Father’s Education (20C) validation requirements.

Cross Reference(s)

None


Yes


1/07 DATE OF BIRTH – MONTH, DAY, YEAR (OF FATHER/PARENT)


EDIT SPECIFICATIONS


DATE OF BIRTH – MONTH, DAY, YEAR (OF FATHER/PARENT)


In this field the electronic representation of the Date of Birth is in the format as previously stated. However, the paper certificate will be in the format of MM/DD/CCYY. Example: 10/24/1976 Month = 01-12 Slash = / Day = 01-31 Slash = / Year = Numeric (four digits of year)

Incomplete Dates: If the Date of Birth is unknown, the paper certificate will have a single dash in this field. The electronic record will be all dashes. If the month is unknown, month on the paper certificate and the electronic record will be “--”. If the day is unknown, day on the paper certificate and the electronic record will be “--”.

1/07 DATE OF BIRTH – MONTH, DAY, YEAR (OF FATHER/PARENT)


EDIT SPECIFICATIONS

Data Element AGE OF FATHER/PARENT

Definition The calculated age of the father on the child’s Date of Birth (4A).

Field Name FAGE


2


0374-0375

Edit Criteria Valid codes are 01-99

99 = unknown Generate “Age of Father/Parent” by subtracting father/parent’s Date of Birth (8) from child’s Date of Birth (4A). If only the father’s year of birth is known, substitute 07 for month and 01 for day to complete the calculation. If only the father’s year and month of birth are known, substitute 15 for day to complete the calculation. If father/parent’s Date of Birth (8) is equal to dashes, assign the value “99” to “Age of Father/Parent”. If the generated “Age of Father/Parent” is not within the range of 1 through 98 inclusive, set to 99.

Validation Required

If Father’s Age (FAGE) is less than 15, or greater than 64. “Unknown” (99) is not validated. See Father’s Education (20C) validation requirements.

Cross Reference(s)

None


1/07 AGE OF FATHER/PARENT


EDIT SPECIFICATIONS


AGE OF FATHER/PARENT


Yes

1/07 AGE OF FATHER/PARENT


EDIT SPECIFICATIONS

Data Element NAME OF MOTHER/PARENT – FIRST

Definition The legal first name of the female giving birth to this child.

Field Number 9A

Field Length (EDP) Record)

20


0376-0395



Validation Required

None

Cross Reference(s)

None


Yes


If a dash, “-”, is entered on the paper certificate, the electronic record must also contain a dash. “Unknown”, “Withheld”, “Refused”, and “Declined”, are not acceptable entries.

1/07 NAME OF MOTHER/PARENT – FIRST


EDIT SPECIFICATIONS

Data Element MIDDLE (NAME OF MOTHER/PARENT)

Definition The legal middle name of the female giving birth to this child.

Field Number 9B


15


0396-0410



Validation Required

None

Cross Reference(s)

None


Yes


If a dash, “-”, is entered on the paper birth certificate, the electronic record must also contain a dash. “Unknown”, “Withheld”, “Refused”, “Declined”, “No Middle Name” (NMN), and “No Middle Initial” (NMI) are not acceptable entries.

1/07 MIDDLE (NAME OF MOTHER/PARENT)


EDIT SPECIFICATIONS

Data Element LAST – BIRTH NAME (OF MOTHER/PARENT)

Definition The legal last name (Birth Name) of the female giving birth to this child.

Field Number 9C


26


0411-0436

Edit Criteria Name should appear exactly as SHOWN on the certificate including all

punctuation, Jr., Sr., II, III. Ignore all AKAs (Also Known As) and all titles and degrees as follows: Ph.D., M.D., D.O., D.D.S., O.D., C.N.M., N.P., R.N., P.A., P.A.C., R.N.C., R.N.P., S.N.M., R.N.M., C.N., D.C., E.M.T., L.V.N. Left justify with trailing blanks.

Validation Required


Cross Reference(s)

1C, 6C and 9C may not all be blank. “Unknown” is an acceptable entry if a dash “-” is entered in 9A and 9B. (Applies to foundlings.)


Yes


1/07 LAST – BIRTH NAME (OF MOTHER/PARENT)


EDIT SPECIFICATIONS


LAST – BIRTH NAME (OF MOTHER/PARENT)


“Withheld”, “Refused”, and “Declined” are not acceptable entries.

1/07 LAST – BIRTH NAME (OF MOTHER/PARENT)


EDIT SPECIFICATIONS

Data Element BIRTHPLACE – STATE/COUNTRY (OF MOTHER/PARENT)

Definition The text representing the U.S. state, U.S. territory, Canadian province, or

foreign country where the mother/parent was born. The code representing the U.S. state, U.S. territory, Canadian province, or foreign country where the mother/parent was born. See Appendix B for birthplace codes.

Field Number 10


Text = 15 Code = 3


Text = 0437-0451 Code = 0452-0454

Edit Criteria Right justify numeric values with leading zeros.

Left justify non-numeric values with trailing blanks. Valid code entries are listed in Appendix B.

Validation Required

None

Cross Reference(s)

None


Yes


If the State of Birth is unknown, the paper certificate will have a single dash, the electronic record text will be a dash left justified with trailing blanks, and the electronic record code will be xx blank.

1/07 BIRTHPLACE – STATE/COUNTRY (OF MOTHER/PARENT)


EDIT SPECIFICATIONS

Data Element DATE OF BIRTH – MONTH, DAY, YEAR (OF MOTHER/PARENT)

Definition The month, day, and year of the mother/parent’s birth.

Field Number 11


10


0455-0464


CCYY-MM-DD. Dashes must be included as shown below. Example: 1976-10-24 CC = Century 19, 20 YY = Year 00-99 MM = Month 01-12 Right Justify, left fill with zeros. DD = Day 01-31 Depending on the month and allowing for

leap year.

Validation Required

See Age of Mother (MAGE) validation requirements. See Mother’s Education (23C) validation requirements. See Previous Live Births: Number Now Living (27A) and Now Dead (27B) validation requirements. See Other Terminations: Number Before 20 Weeks (27D) and Number After 20 Weeks (27E) validation requirements.


1/07 DATE OF BIRTH – MONTH, DAY, YEAR (OF MOTHER/PARENT)


EDIT SPECIFICATIONS


DATE OF BIRTH – MONTH, DAY, YEAR (OF MOTHER/PARENT)

Cross Reference(s)

None


Yes


In this field the electronic representation of the Date of Birth is in the format as previously stated. However, the paper certificate will be in the format of MM/DD/CCYY. For example: 12/11/1975 Month = 01-12 Slash = / Day = 01-31 Slash = / Year = Numeric (four digits)

Incomplete Dates: If the Date of Birth is unknown, the paper certificate will have a single dash in this field. The electronic record will be all dashes. If the month is unknown, month on the paper certificate and the electronic record will be “--”. If the day is unknown, day on the paper certificate and the electronic record will be “--”.

1/07 DATE OF BIRTH – MONTH, DAY, YEAR (OF MOTHER/PARENT)


EDIT SPECIFICATIONS

Data Element AGE OF MOTHER/PARENT

Definition The calculated age of the mother/parent from the child’s Date of Birth (4A).

Field Name MAGE


2


0465-0466

Edit Criteria Valid Codes are 01-99

99 = unknown Generate “Age of Mother/Parent” by subtracting mother/parent’s Date of Birth (11) from child’s Date of Birth (4A). If only the mother’s year of birth is known, substitute 07 for month and 01 for day to complete the calculation. If only the mother’s year and month of birth are known, substitute 15 for day to complete the calculation. If mother/parent’s Date of Birth (11) is equal to dashes, assign the value “99” to “Age of Mother/Parent”. If the generated “Age of Mother/Parent” is not within the range of 1 through 98 inclusive, set to 99.

Validation Required

If Mother’s Age (MAGE) is less than 15, or greater than 49. “Unknown” (99) is not validated. See Mother’s Education (23C) validation requirements. See Previous Live Births: Number Now Living (27A) and Number Now Dead (27B) validation requirements. See Other Terminations: Number Before 20 Weeks (27D) and Number After 20 Weeks (27E) validation requirements.


1/07 AGE OF MOTHER/PARENT


EDIT SPECIFICATIONS


AGE OF MOTHER/PARENT


Yes

1/07 AGE OF MOTHER/PARENT


EDIT SPECIFICATIONS

Data Element PARENT OR OTHER INFORMANT – SIGNATURE

Definition The signature of the parent verifying the correctness of the data. If neither

parent is capable of signing the certificate, a person with knowledge of the facts may sign attesting to the correctness of the data. A signature made with a mark (X) must be identified with the statement “Her mark” or “His mark”, followed by the written signature of one person who witnessed the signing, and the word “witness”.

Field Number 12A


39


0467-0505


Validation Required

None

Cross Reference(s)

None


Yes


When the informant signs with an “X”, enter the name of the informant into the electronic file. Do not enter “X” – Her/His mark” or the name of the witness and the term “witness” in the electronic file. The informant may be identified by “Relationship to Child” (12B).

1/07 PARENT OR OTHER INFORMANT – SIGNATURE


EDIT SPECIFICATIONS

Data Element RELATIONSHIP TO CHILD (OF PARENT OR OTHER INFORMANT)

Definition The relationship to the child of the person certifying the correctness of the

information, e.g. Mother, Father, Grandmother, Medical Records Clerk, etc. NOTE: “Parents” may only be entered when both parents sign in 12A.

Field Number 12B


Text = 16 Code = 1


Text = 0506-0521 Code = 0522-0522


Valid entries are:

Code Text

0 = Parent 1 = Mother 2 = Father or Parents 3 = Grandparent or Grandmother or Grandfather 4 = Other Relative or Aunt or Uncle or Niece or Nephew or Sister

or Brother or Guardian 5 = Friend or Neighbor 6 = Certified Midwife or Midwife 7 = Medical Record Clerk, Birth Recorder, or Other Hospital

Employee or Other Medical Staff 8 = Other or Ambulance Attendant or Social Worker or any word

stated that is not listed above 9 = unknown

Validation Required

None


1/07 RELATIONSHIP TO CHILD (OF PARENT OR OTHER INFORMANT)


EDIT SPECIFICATIONS


RELATIONSHIP TO CHILD (OF PARENT OR OTHER INFORMANT)

Cross Reference(s)

The code should correspond to the text.


Yes


“None” is not an acceptable entry.

1/07 RELATIONSHIP TO CHILD (OF PARENT OR OTHER INFORMANT)


EDIT SPECIFICATIONS

Data Element DATE SIGNED (BY PARENT OR OTHER INFORMANT)

Definition The month, day and year the completed certificate was reviewed and signed

by the informant (12A).

Field Number 12C


10


0523-0532

Edit Criteria Numeric. May not be blank. Valid entries must be in the format CCYY-

MM-DD. Dashes must be included as shown below. Example 2007-02-20

CC = Century 20 YY = Year 00-99 MM = Month 01-12 Right justify, left fill with zeros. DD = Day 01-31 Depending on the month and allowing

for leap year.

Validation Required

None

Cross Reference(s)

Date Signed may not precede Date of Birth (4A). Date signed may not be greater than the current date.


Yes


1/07 DATE SIGNED (BY PARENT OR OTHER INFORMANT)


EDIT SPECIFICATIONS


DATE SIGNED (BY PARENT OR OTHER INFORMANT)


In this field the electronic representation of the Date Signed is in the format as previously stated. However, the paper certificate will be in the format of MM/DD/CCYY. Example: 02/20/2007 Month = 01-12 Slash = / Day = 01-31 Slash = / Year = Numeric (four digits of year)

If date is entered by hand at same time as Signature (12A), any date configuration is acceptable.

1/07 DATE SIGNED (BY PARENT OR OTHER INFORMANT)


EDIT SPECIFICATIONS

Data Element LICENSE NUMBER (OF ATTENDANT)

Definition The California Physician’s license number, or Certified Nurse Midwife’s

license number of the individual who attended the birth.

Field Number 13B


13


0533-0545


Validation Required

None

Cross Reference(s)

None


Yes


If a dash, “-”, is entered on the paper certificate, the electronic record must also contain a dash.

1/07 LICENSE NUMBER (OF ATTENDANT)


EDIT SPECIFICATIONS

Data Element DATE SIGNED (BY ATTENDANT OR CERTIFIER)

Definition The month, day and year the attendant or certifier, whose signature appears in

13A, reviewed the completed certificate and certified the correctness of the data.

Field Number 13C


10


0546-0555

Edit Criteria Numeric or dash. May not be blank. Valid entries must be in the format

CCYY-MM-DD. Dashes must be included as shown below. Example: 2007-02-22 CC = Century 20 YY = Year 00-99 MM = Month 01-12 Right justify, left fill with zeros. DD = Day 01-31 Depending on the month and allowing

for leap year.

Validation Required

None

Cross Reference(s)

Date signed may not precede Date of Birth (4A). Date signed may not be greater than current date.


1/07 DATE SIGNED (BY ATTENDANT OR CERTIFIER)


EDIT SPECIFICATIONS


DATE SIGNED (BY ATTENDANT OR CERTIFIER)


Yes


In this field the electronic representation of the Date Signed is in the format as previously stated. However, the paper certificate will be in the format of MM/DD/CCYY. Example: 02/22/2007 Month = 01-12 Slash = / Day = 01-31 Slash = / Year = Numeric (four digits of year)


1/07 DATE SIGNED (BY ATTENDANT OR CERTIFIER)


EDIT SPECIFICATIONS

Data Element TYPED NAME, TITLE AND MAILING ADDRESS OF ATTENDANT

Definition Self-explanatory.

Field Number 13D


60


0556-0615


Validation Required

None

Cross Reference(s)

None


Yes


The code for attendant is in Box D. See Appendix G for valid attendant codes. If a dash, “-”, is entered on the paper certificate, the electronic record must also contain a dash.

1/07 TYPED NAME, TITLE AND MAILING ADDRESS OF ATTENDANT


EDIT SPECIFICATIONS

Data Element TYPED NAME AND TITLE OF CERTIFIER IF OTHER THAN

ATTENDANT

Definition Self-explanatory.

Field Number 14


29


0616-0644


If certifier is also the attendant, place a single dash in this field.

Validation Required

None

Cross Reference(s)

None


Yes



1/07 TYPED NAME AND TITLE OF CERTIFIER IF OTHER THAN ATTENDANT


EDIT SPECIFICATIONS

Data Element DATE OF DEATH

Definition The month, day and year the person for whom the birth certificate is being

prepared died.

Field Number 15A


10


0645-0654

Edit Criteria Numeric or all blank. Valid entries must be in the format CCYY-MM-DD.

Dashes must be included as shown below. Example: 2007-02-22


for leap year.

Validation Required

If the Birthweight (26) is less than 1000 grams and no Date of Death is entered.


1/07 DATE OF DEATH


EDIT SPECIFICATIONS


DATE OF DEATH

Cross Reference(s)

Date of Death may not precede Date of Birth (4A). Date of Death may not be greater than current date.

Required for Electronic Transmission to Sate

Yes


In this field the electronic representative of the Date of Death is in the format as previously stated. However, the paper certificate will be in the format of MM/DD/CCYY. Example: 02/22/2006 Month = 01-12 Slash = / Day = 01-31 Slash = / Year = Numeric (four digits of year)

1/07 DATE OF DEATH


EDIT SPECIFICATIONS

Data Element STATE FILE NUMBER (OF DEATH CERTIFICATE)

Definition This area is for use by Office of Vital Records (OVR) only. It records the

child’s death certificate State File Number.

Field Number 15B


13


0655-0667

Edit Criteria Must be blank

Validation Required

None

Cross Reference(s)

None


No


This is a sample layout of what comprises a Death State File Number.

Event Type State Century/Year Certificate Number

3 05 2007 000304

1/07 STATE FILE NUMBER (OF DEATH CERTIFICATE)


EDIT SPECIFICATIONS

Data Element DEATH INDICATOR

Definition An indicator flag showing if this person has died.

Field Name DI


1


0668-0668

Edit Criteria Valid Codes are 0-3

0 = No death has been recorded 1 = Neonatal Death 2 = Post Neonatal Death 3 = Other Death Generate values for Death Indicator as follows: If a child’s Date of Death (15A) is not present, set the value of Death Indicator to zero. If it is present, calculate the number of days old that the child was at Date of Death (i.e., child Date of Death (15A) minus child Date of Birth (4A)). If the number of days old at death is between “0” and “27” inclusive, set the value of Death Indicator to “1” (Neonatal Death). If it is greater than “27” but less than “365” (28 days-364 days), set the Death Indicator code to “2” (Post Neonatal Death). If days old at death is greater than 364 days, set the Death Indicator code to “3” (Other Death).

Validation Required

None

Cross Reference(s)

None


1/07 DEATH INDICATOR


EDIT SPECIFICATIONS


DEATH INDICATOR


Yes

1/07 DEATH INDICATOR


EDIT SPECIFICATIONS

Data Element LOCAL REGISTRAR – SIGNATURE

Definition The signature (authentic or facsimile) of the local registrar accepting the birth

certificate.

Field Number 16


38


0669-0706


Validation Required

None

Cross Reference(s)

None


Yes

1/07 LOCAL REGISTRAR – SIGNATURE


EDIT SPECIFICATIONS

Data Element DATE ACCEPTED FOR REGISTRATION

Definition The month, day and year in which the local registrar accepted the certificate.

Field Number 17


10


0707-0716

Edit Criteria Numeric. May not be blank. Valid entries must be in the format

CCYY-MM-DD. Dashes must be included as shown below. Example: 2007-03-02


for leap year.

Validation Required

None


1/07 DATE ACCEPTED FOR REGISTRATION


EDIT SPECIFICATIONS


DATE ACCEPTED FOR REGISTRATION

Cross Reference(s)

The Date Accepted for Registration may not be more than 12 months later than the Date of Birth (4A). (This cross-reference is used at the LRD). The Date Accepted for Registration may not precede the Date of Birth (4A). The Date Accepted for Registration may not be greater than current date. The Date Accepted for Registration may not precede Date Signed by Parent or Other Informant (12C). The Date Accepted for Registration may not precede Date Signed by Attendant or Certifier (13C).


Yes


In this field, the electronic representation of the Date Accepted for Registration is in the format as previously stated. However, the paper certificate will be in the format of MM/DD/CCYY. Example: 02/22/2007 Month = 01-12 Slash = / Day = 01-31 Slash = / Year = Numeric (four digits of year)

1/07 DATE ACCEPTED FOR REGISTRATION


EDIT SPECIFICATIONS

Data Element RACE (OF FATHER)

Definition The text representing the race(s) of the father selected by the informant from

the VS 10B, Race/Ethnicity and Education Worksheet in Appendix C. The code(s) representing the race(s) of the father selected by the informant from the Race/Ethnicity and Education Worksheet in Appendix C.

Field Number 18

Field Length Text with delimiters = 50 (3 x 16+2)

Text without delimiters = 48 (3 x 16) Codes = 6 (3 x 2)

Record Position Text with delimiters = 0717-0766

Text without delimiters = 0767-0814 Codes = 0815-0820

Edit Criteria See “Special Consideration(s)”.

Validation Required

None

Cross Reference(s)

None


Yes


1/07 RACE (OF FATHER)


EDIT SPECIFICATIONS


RACE (OF FATHER)


The text for up to three race choices from Appendix C will appear on the paper certificate, with up to three races of up to 17 characters each separated by a delimiter (/). If three races plus two delimiters exceed 50 characters, it will be necessary to truncate the printed races starting with the last character of the third race, then the last character of the second race, then the last character of the first race, then the next-to-last character of the third race, then the next-to-last character of the third race, etc. Both the text and the corresponding codes from Appendix C will appear on the electronic record. The text as printed on the certificate will appear (left justified with trailing blanks) in record positions 0717-0766. Each individual race text, without delimiters, will appear (left justified with trailing blanks) in record positions 0767-0782, 0783-0798, 0799-0814 and their corresponding codes will appear in record positions 0815-0816, 0817-0818, 0819-0820. “Unknown” and “Withheld” are acceptable entries if only one race is reported on the paper certificate. If “Unknown” or “Withheld” are entered as the first race, the second and third races should not be reported.

1/07 RACE (OF FATHER)


EDIT SPECIFICATIONS

Data Element FATHER HISPANIC, LATINO, OR SPANISH?

Definition The text representing the Hispanic origin or descent of father selected by the

informant from the VS 10B, Race/Ethnicity and Education Worksheet in Appendix C. The code representing the Hispanic origin or descent of father selected by the informant from the Race/Ethnicity and Education Worksheet in Appendix C.

Field Number 19


Text = 18 Code = 1


Text = 0821-0838 Code = 0839-0839

Edit Criteria Valid codes are 1-6, 8 or 9. Refer to Appendix C for explanation of codes.

Validation Required

None

Cross Reference(s)

None


Yes


If “Unknown” or “Withheld” is entered on the paper certificate, the code should be “9”.

1/07 FATHER HISPANIC, LATINO, OR SPANISH?


EDIT SPECIFICATIONS

Data Element DATE LAST WORKED (OF FATHER)

Definition The father’s most recent date of employment.

Field Number 20


10

Record Position 0840-0849


CCYY-MM---. Dashes must be included as shown below. Example: 2007-07--- CC = Century 19, 20 YY = Year 00-99 MM = Month 01-12 Right justify, left fill with zeros.

See “Special Consideration(s)” for the electronic representation of the date when “None”, “Withheld”, “Unknown” or incomplete dates are entered on the paper certificate.

Validation Required

None

Cross Reference(s)

The Date Last Worked (20) may not precede the father’s Date of Birth (8). The Date Last Worked (20) may not be greater than the child’s Date of Birth (4A).


Yes


1/07 DATE LAST WORKED (OF FATHER)


EDIT SPECIFICATIONS


DATE LAST WORKED (OF FATHER)


In this field, the electronic representation of the Date Last Worked (20) is in the format as previously stated. However, the paper certificate will be in the format MM/CCYY. Example: 07/2007 Month = 01-12 Slash = / Year = Numeric (four digits of year)

None, withheld, unknown or incomplete dates: If “None” is entered on the paper certificate, the electronic record will be “0000-00-00”. If “Withheld” is entered on the paper certificate, the electronic record will be “9999-99-99”. If “Unknown” is entered on the paper certificate, the electronic record will be all dashes. If the month is unknown, month on the paper certificate and on the electronic record will be “--”.

1/07 DATE LAST WORKED (OF FATHER)


EDIT SPECIFICATIONS

Data Element USUAL OCCUPATION (OF FATHER)

Definition The occupation in which the father has been employed most of the time. If

father is retired, unemployed, or disabled, report usual occupation when he was working.

Field Number 20A


39


0850-0888


Validation Required

None

Cross Reference(s)

None


Yes


“Unknown” or “Withheld” may be entered on the paper certificate.

1/07 USUAL OCCUPATION (OF FATHER)


EDIT SPECIFICATIONS

Data Element KIND OF BUSINESS OR INDUSTRY (OF FATHER)

Definition The term that indicates clearly and specifically the kind of business or

industry of the employing firm. More specifically, what term indicates the major activity at the father’s usual place of work.

Field Number 20B


36


0889-0924


Validation Required

None

Cross Reference(s)

None


Yes



1/07 KIND OF BUSINESS OR INDUSTRY (OF FATHER)


EDIT SPECIFICATIONS

Data Element EDUCATION – HIGHEST LEVEL/DEGREE (OF FATHER)

Definition The highest degree or number of years of schooling completed by the father.

Do not include beauty, barber, trade, business, technical or other special schools.

Field Number 20C


16


0925-0940


Valid entries are:

00 = No formal education 01-11 = Grades 1-11 12 ND = Grade 12, no diploma HS GRADUATE = High school graduate GED = Passed General Educational Development exam SOME COLLEGE = Some college ASSOCIATE = Associate degree BACHELOR’S = Bachelor’s degree MASTER’S = Master’s degree DOCTORATE = Doctorate degree PROFESSIONAL = Professional degree WITHHELD = Withheld UNKNOWN = Unknown


1/07 EDUCATION – HIGHEST LEVEL/DEGREE (OF FATHER)


EDIT SPECIFICATIONS


EDUCATION – HIGHEST LEVEL/DEGREE (OF FATHER)

Validation Required

If grades 1-12 ND, and Father’s Age (FAGE) is not at least 4 years greater than father’s years of education. If HS GRADUATE or GED, and Father’s Age (FAGE) is less than 16 years. If SOME COLLEGE, and Father’s Age (FAGE) is less than 17 years. If ASSOCIATE, and Father’s Age (FAGE) is less than 18 years. If BACHELOR’S, and Father’s Age (FAGE) is less than 20 years. If MASTER’S, and Father’s Age (FAGE) is less than 21 years. If DOCTORATE or PROFESSIONAL, and Father’s Age (FAGE) is less than 23 years.

Cross Reference(s)

None


Yes


If the father had no formal education, or only completed grades 1-9, the electronic record will contain one leading zero, the value, and trailing blanks. However, a leading zero will not be printed on the paper certificate.

1/07 EDUCATION – HIGHEST LEVEL/DEGREE (OF FATHER)


EDIT SPECIFICATIONS

Data Element RACE (OF MOTHER)

Definition The text representing the race(s) of the mother selected by the informant from

the VS 10B, Race/Ethnicity and Education Worksheet in Appendix C. The codes representing the race(s) of the mother selected by the informant from the Race/Ethnicity and Education Worksheet in Appendix C.

Field Number 21

Field Length Text with delimiters = 50 (3 x 16+2)

Text without delimiters = 48 (3 x 16) Codes = 6 (3 x 2)

Record Position Text with delimiters = 0941-0990

Text without delimiters = 0991-1038 Codes = 1039-1044

Edit Criteria See “Special Consideration(s)”.

Validation Required

None

Cross Reference(s)

None


Yes


1/07 RACE (OF MOTHER)


EDIT SPECIFICATIONS


RACE (OF MOTHER)


The text for up to three race choices from Appendix C will appear on the paper certificate, with up to three races of up to 17 characters each separated by a delimiter (/). If three races plus two delimiters exceed 50 characters, it will be necessary to truncate the printed races starting with the last character of the third race, then the last character of the second race, then the last character of the first race, then the next-to-last character of the third race, etc. Both the text and the corresponding codes from Appendix C will appear on the electronic record. The text as printed on the certificate will appear (left justified with trailing blanks) in record positions 0941-0990. Each individual race text, without delimiters, will appear (left justified with trailing blanks) in record positions 0991-1006, 1007-1022, 1023-1038 and their corresponding codes will appear in record positions 1039-1040, 1041-1042, 1043-1044. “Unknown” and “Withheld” are acceptable entries if only one race is reported on the paper certificate. If “Unknown” or “Withheld” are entered as the first race, the second and third races should not be reported.

1/07 RACE (OF MOTHER)


EDIT SPECIFICATIONS

Data Element MOTHER HISPANIC, LATINA, OR SPANISH?

Definition The text representing the Hispanic origin or descent of mother selected by the

informant from the VS 10B, Race/Ethnicity and Education in Appendix C. The code representing the Hispanic origin or descent of mother selected by the informant from the Race/Ethnicity and Education in Appendix C.

Field Number 22


Text = 18 Code = 1


Text = 1045-1062 Code = 1063-1063

Edit Criteria Valid codes are 1-6, 8 or 9. Refer to Appendix C for explanation of codes.

Validation Required

None

Cross Reference(s)

None


Yes


If “Unknown” or “Withheld” is entered on the paper certificate, the code should be “9”.

1/07 MOTHER HISPANIC, LATINA, OR SPANISH?


EDIT SPECIFICATIONS

Data Element DATE LAST WORKED (OF MOTHER)

Definition The mother’s most recent date of employment.

Field Number 23


10

Record Position 1064-1073


CCYY-MM---. Dashes must be included as shown below. Example: 2007-07--- CC = Century 19, 20 YY = Year 00-99 MM = Month 01-12 Right justify, left fill with zeros.

See “Special Consideration(s)” for the electronic representation of the date when “None”, “Withheld”, “Unknown” or incomplete dates are entered on the paper certificate.

Validation Required

None

Cross Reference(s)

The Date Last Worked (23) may not precede the mother’s Date of Birth (11). The Date Last Worked (23) may not be greater than the child’s Date of Birth (4A).


Yes


1/07 DATE LAST WORKED (OF MOTHER)


EDIT SPECIFICATIONS


DATE LAST WORKED (OF MOTHER)


In this field, the electronic representation of the Date Last Worked (23) is in the format as previously stated. However, the paper certificate will be in the format MM/CCYY. Example: 07/2007 Month = 01-12 Slash = / Year = Numeric (four digits of year)

None, withheld, unknown or incomplete dates: If “None” is entered on the paper certificate, the electronic record will be “0000-00-00”. If “Withheld” is entered on the paper certificate, the electronic record will be “9999-99-99”. If “Unknown” is entered on the paper certificate, the electronic record will be all dashes. If the month is unknown, the month on the paper certificate and on the electronic record will be “--”.

1/07 DATE LAST WORKED (OF MOTHER)


EDIT SPECIFICATIONS

Data Element USUAL OCCUPATION (OF MOTHER)

Definition The occupation in which the mother has been employed most of the time. If

mother is retired, unemployed, or disabled, report usual occupation when she was working.

Field Number 23A


39


1074-1112


Validation Required

None

Cross Reference(s)

None


Yes



1/07 USUAL OCCUPATION (OF MOTHER)


EDIT SPECIFICATIONS

Data Element KIND OF BUSINESS OR INDUSTRY (OF MOTHER)

Definition The term that indicates clearly and specifically the kind of business or

industry of the employing firm. More specifically, what term indicates the major activity at the mother’s usual place of work.

Field Number 23B


36


1113-1148


Validation Required

None

Cross Reference(s)

None


Yes



1/07 KIND OF BUSINESS OR INDUSTRY (OF MOTHER)


EDIT SPECIFICATIONS

Data Element EDUCATION – HIGHEST LEVEL/DEGREE (OF MOTHER)

Definition The highest degree or number of years of schooling completed by the mother.

Do not include beauty, barber, trade, business, technical or other special schools.

Field Number 23C


16


1149-1164


Valid entries are:

00 = No formal education 01-11 = Grades 1-11 12 ND = Grade 12, no diploma HS GRADUATE = High school graduate GED = Passed General Educational Development exam SOME COLLEGE = Some college ASSOCIATE = Associate degree BACHELOR’S = Bachelor’s degree MASTER’S = Master’s degree DOCTORATE = Doctorate degree PROFESSIONAL = Professional degree WITHHELD = Withheld UNKNOWN = Unknown


1/07 EDUCATION – HIGHEST LEVEL/DEGREE (OF MOTHER)


EDIT SPECIFICATIONS


EDUCATION – HIGHEST LEVEL/DEGREE (OF MOTHER)

Validation Required

If grades 1-12 ND, and Mother’s Age (MAGE) is not at least 4 years greater than mother’s years of education. If HS GRADUATE or GED, and Mother’s Age (MAGE) is less than 16 years. If SOME COLLEGE, and Mother’s Age (MAGE) is less than 17 years. If ASSOCIATE, and Mother’s Age (MAGE) is less than 18 years. If BACHELOR’S, and Mother’s Age (MAGE) is less than 20 years. If MASTER’S, and Mother’s Age (MAGE) is less than 21 years. If DOCTORATE or PROFESSIONAL, and Mother’s Age (MAGE) is less than 23 years.

Cross Reference(s)

None


Yes


If the mother had no formal education, or only completed grades 1-9, the electronic record will contain one leading zero, the value, and trailing blanks. However, a leading zero will not be printed on the paper certificate.

1/07 EDUCATION – HIGHEST LEVEL/DEGREE (OF MOTHER)


EDIT SPECIFICATIONS

Data Element MOTHER’S RESIDENCE – STREET AND NUMBER, OR LOCATION

Definition The usual residence address for the mother of this child.

Field Number 24A


50


1165-1214


Validation Required

None

Cross Reference(s)

None


Yes

1/07 MOTHER’S RESIDENCE – STREET, NUMBER, OR LOCATION


EDIT SPECIFICATIONS

Data Element COUNTY/PROVINCE (OF RESIDENCE OF MOTHER)

Definition The U.S. county or Canadian province where the mother usually resides.

Field Number 24B


30


1215-1244


See Appendix F for accepted California county entries and Special Consideration(s) for accepted Canadian province entries.

Validation Required

None

Cross References(s)

None


Yes


Mother’s County/Province of Residence is used for coding Place of Mother’s Residence, see Box B specifications.


1/07 COUNTY/PROVINCE (OF RESIDENCE OF MOTHER)


EDIT SPECIFICATIONS


COUNTY/PROVINCE (OF RESIDENCE OF MOTHER)


The Canadian provinces include: ALBERTA BRITISH COLUMBIA MANITOBA NEW BRUNSWICK NEWFOUNDLAND NORTHWEST TERRITORIES NOVA SCOTIA NUNAVUT ONTARIO PRINCE EDWARD ISLAND QUEBEC SASKATCHEWAN YUKON TERRITORY

1/07 COUNTY/PROVINCE (OF RESIDENCE OF MOTHER)


EDIT SPECIFICATIONS

Data Element CITY (OF RESIDENCE OF MOTHER)

Definition The city (or town) in which the mother usually resides.

Field Number 24C


35


1245-1279


Validation Required

None

Cross Reference(s)

None


Yes

1/07 CITY (OF RESIDENCE OF MOTHER)


EDIT SPECIFICATIONS

Data Element STATE/FOREIGN COUNTRY (OF RESIDENCE OF MOTHER)

Definition The U.S. state, U.S. territory, or foreign country where the mother usually

resides.

Field Number 24D


25


1280-1304


See Appendix B for abbreviations that may be used.

Validation Required

None

Cross Reference(s)

If the code in State/Foreign Country of Residence of Mother is not a U.S. state, American Samoa, Guam, Puerto Rico, or Virgin Islands, set ZIP Code of Residence of Mother (24E) to zeros.


Yes


Mother’s State/Foreign Country of Residence can be used for coding Place of Mother’s Residence, see Box B specifications.

1/07 STATE/FOREIGN COUNTRY (OF RESIDENCE OF MOTHER)


EDIT SPECIFICATIONS

Data Element ZIP CODE (OF RESIDENCE OF MOTHER)

Definition The zip code of the mother’s usual residence address if in the U. S. A.

Field Number 24E


5


1305-1309

Edit Criteria Valid entries are all blank or all numeric.

Five characters = Zip Code

Validation Required

None

Cross Reference(s)

If the code in State/Foreign Country of Residence of Mother (24D) is not a U.S. state, American Samoa, Guam, Puerto Rico, or Virgin Islands, set ZIP Code of Residence of Mother to zeros.


Yes


1/07 ZIP CODE (OF RESIDENCE OF MOTHER)


EDIT SPECIFICATIONS


ZIP CODE (OF RESIDENCE OF MOTHER)


If Item 24D is within the USA or a US territory and a zip code is present, the electronic representation of the zip code will be five digits. However, if the paper certificate indicates unk

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