NJ Health Memo on COVID-19

Please be advised that the Office of Vital Statistics & Registry of the New Jersey Department of Health has developed the following guidelines on the COVID-19 situation.

Please review your emergency contingency plans.   Each municipality should have a cooperative arrangement with another municipality or municipalities to deputize a registrar from the other office to act on behalf of your municipality during an emergency. Cooperative arrangements must be emailed immediately to both Syretta.chase@doh.nj.gov and vincent.caffarello@doh.nj.gov so that the Department can update its databases and platforms granting the deputized registrar access to the records for your municipality. Without the Department granting access, the deputized registrar will not be able to act on your behalf.

  • Marriages – If your office is closed, then the “deputized registrar” for your municipality can take marriage license applications and issue marriage licenses as the registrar for your municipality.   You can also schedule appointments on an individual basis to apply for and issue marriage licenses to limit contact.
  • Births are registered in the VIP electronically. As such, the local registrar or deputy would need to regularly check VIP to review and accept the records. If allowed by your municipality, you can access VIP remotely from your home also.
  • Deaths are registered in the EDRS electronically, so the local registrar or deputy would need to regularly check EDRS to review and accept the record.   The funeral directors will be able to print burial permits from the EDRS once the record has been accepted by the local office.   If allowed by your municipality, you can access EDRS remotely from your home also. If the local office is closed, the funeral director can request death certificates from the State.
  • Issuance of vital records – If constituents need their vital records during the emergency, and the local office is closed, they can be referred to the State for the issuance of their records. They can either mail in their orders to this address:

Office of Vital Statistics & Registry

Issuance Unit

P.O. Box 370

Trenton, NJ 08625

Or, they can place an online order using this link:

https://www.state.nj.us/health/vital/order-vital/online-requests/index.shtml

Below is the link to the department’s website with current information on the outbreak:

https://www.nj.gov/health/cd/topics/ncov.shtml

If your office closes, be sure to put notifications on your municipal website, phone message and physical space so the public is aware that your office is closed. Also be sure to notify the State of your closure. If you have any questions, please contact the office of the State Registrar for support.   Please use the following contacts:   vincent.arrisi@doh.nj.gov, Yamileth.merchak@doh.nj.gov and tiffany.drennon@doh.nj.gov