Legal basis and adopting resolution
- The Civil Service Commission adopts the guidelines pursuant to CSC Resolution No. 95-4466 dated July 27, 1995.
Policy focus: correction requests
- The guidelines govern the processing of requests for correction of personal information in the records of the Civil Service Commission.
- The guidelines specify where requests must be filed and what documents must accompany them.
- The guidelines establish when corrections may be allowed and when a court order is required.
- The guidelines prescribe how corrections are to be acted upon and documented.
Scope and covered personal records
- The guidelines apply to requests for correction of names and/or dates of birth appearing in the Civil Service Commission’s records.
- The correction is made in the Commission’s records based on supporting civil registry documents and applicable evidentiary requirements.
- The guidelines also cover corrections arising from typographical or mechanical error in copying information from source documents.
Filing requirements and required attachments
- All requests for correction of names and/or dates of birth must be filed at the Central Office of the Commission, attention Office for Legal Affairs.
- Each request must be accompanied by a copy of the birth certificate duly authenticated by the Local Civil Registrar of the city or municipality where the birth was recorded or registered, or by the National Statistics Office.
- The birth certificate must show information that was recorded or registered within a reasonable period of time after the birth of the person making the request.
Evidentiary standards for corrections
- A late registration of birth basis reflected in a birth certificate is not sufficient evidence to warrant a correction or change of information in the Commission’s records.
- A correction or change of information based on a birth certificate issued on the basis of a late registration of birth requires a court order.
- The Commission’s correction action is conditioned on compliance with the required authentication and timing of registration as reflected in the birth certificate.
Decision instrument: resolutions
- The action on requests for correction must be contained in an appropriate resolution.
Corrections for typographical or mechanical error
- Incorrect names or birthdates resulting from typographical or mechanical error in copying from source documents may be corrected by the Regional Office that made the mistake.
- The source documents include personal data sheet, applications to take Civil Service examinations, appointment papers, and similar documents.
- A report of the correction made by the Regional Office must be submitted immediately to the Commission for notation.
Authority and procedural handling
- Requests for correction are handled at the Central Office, under the attention of the Office for Legal Affairs.
- Decisions on requests are formalized through an appropriate resolution.
- Regional Offices may correct mistakes caused by typographical or mechanical error, subject to immediate reporting to the Commission for notation.