Sacramental Records Handbook · 2.2.8 Profession of Faith Certificates 2.2.9 Celebration of Baptism...

Sacramental Records

Handbook

Diocese of Columbus

Chancery Office 198 E. Broad St.

Columbus, OH 43235

614-224-2251

August, 2015

Introduction

Parish sacramental records serve as invaluable repositories of information verifying vital

aspects of the sacramental life of individual Catholics the world over. Because of this, proper

maintenance of these records assures that the faithful can confirm these crucial steps in their spir-

itual life accurately and readily. It is the goal of the Diocese of Columbus to identify, correctly

organize, maintain, and preserve records required to accomplish this goal.

Canon law expects that each parish will have parochial registers of baptisms, marriages,

confirmations, and deaths. Each pastor is to see that these registers are accurately inscribed and

carefully preserved (Canon 535), and it is the responsibility of the Diocese, through those pastors

and their staff, to assure the proper use of these records by authorized persons. This handbook

strives to serve as a thorough guideline for clergy and parish staff who handle these records, help-

ing them to meet successfully the responsibility of caring for sacramental records. While this

handbook is not being promulgated as particular law or policy, observation of its provisions is

recommended. Naturally, the requirements of canon and particular law as well as federal, state,

and local law always apply.

These guidelines have been designed to be as thorough as possible, covering general

norms, the four required registers, and optional communion registers. A series of sample register

entries is also included with this document. Despite this, it is recognized that there may still

arise situations not covered here. In such cases, please do not hesitate to call the Chancery Of-

fice of the Diocese of Columbus for further guidance.

We are grateful to those individuals who helped prepare this handbook by providing

guidance, offering comments, making us aware of the questions being asked about these topics,

and helping proofread these pages. We are also indebted and grateful to the Archdiocese of Cin-

cinnati, whose Sacramental Records Handbook served as the prototype for this document. Their

willingness to share their work with us and other dioceses has been generous and tremendously

helpful.

May this handbook provide practical guidance for parishes and ensure that the faithful

will receive well-preserved and accurate sacramental records of their spiritual lives.

– August 17, 2015

Current version of this handbook revised February 24, 2017.

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1. General Norms Regarding Sacramental

Records

1.1 Applicable Canons

1.2 Registers

1.2.1 Required Records

1.2.2 Parishes & Other Institutions

1.2.3 Inventories of Registers

1.2.4 Format

1.2.5 Acid Free Paper

1.2.6 Computer Reproductions

1.2.7 Repair of Old Registers

1.2.8 Safe Storage

1.2.9 Non-Transferable

1.2.10 Reporting Loss or Destruction

1.2.11 Records of Closed/Suppressed Parishes,

Missions, or Catholic Institutions

1.2.12 Checklist of things to review in order to

assure proper care of sacramental record books

1.3 Confidentiality

1.3.1 Nature of Information

1.3.2 Access to Registers

1.3.3 Authorized Personnel

1.3.4 Genealogical Research

1.4 Entries

1.4.1 Type of Data

1.4.2 Timeliness

1.4.3 Place of Entry

1.4.4 Chronological Order

1.4.5 Specific Columns

1.4.6 Index

1.4.7 Additional Notations

1.4.8 “Sacramental Records” File

1.4.9 Legibility, Printing, & Ink

1.4.10 Style for Names and Dates

1.4.11 Confidential Data

1.4.12 Minister of Sacrament

1.5 Certificates

1.5.1 Definition

1.5.2 Church Use Only

1.5.3 Authorized Source of Records

1.5.4 Authorized Requests

1.5.5 Procedure for Requests

1.5.6 Format

1.5.7 Authentication

1.5.8 Required Data

1.5.9 Missing Record

1.6 Changes to Entries

1.6.1 Caution about Changes

1.6.2 Style for Minor Changes

1.6.3 Style for Major Changes

1.6.4 Authorization for Insubstantial Changes

1.6.5 Authorization for Substantial Changes

1.6.6 Permitted Changes

1.6.7 Non-Permitted Changes

1.6.8 Data on Certificates after Changes

2. Baptismal Register


2.2 Entries 2.2.1 Baptismal Certificates

2.2.2 Ascription to Proper Church Sui Iuris

2.2.3 Source of Data

2.2.4 Recipients from More Than One Parish

2.2.5 Emergency Baptism and Other Baptisms

Outside Parish Church

2.2.6 Conditional Baptism

2.2.7 Reception Into Full Communion by Pro-

fession of Faith

2.2.8 Profession of Faith Certificates

2.2.9 Celebration of Baptism of an Adult

2.2.10 Bringing a Baptized Child into the

Church

2.2.11 Unbaptized Children At or Above the

Age of Discretion Coming Into Full Commun-

ion

2.2.12 Unmarried Parents

2.2.13 Children of Unknown Parentage

2.2.14 United States Norms for Baptism and

Adopted Children

2.2.15 Baptism Before Adoption

2.2.16 Baptism After Adoption

2.2.17 Baptisms at Catholic Orphanages

2.2.18 Number of Godparents

2.2.19 Proxy Godparent

2.2.20 Christian Witness

2.2.21 Registers for Ritual Use

2.3 Changes to Entries Specific to Baptismal

Registers 2.3.1 Most Changes Occur in the Baptism

Register

2.3.2 Changes to Original Data

2.3.4 Additions to “Notations” Column

2.3.5 Defection from Church

2.3.6 Style for Notations

2.3.7 Surgical Gender Change

2.4 Reference List—Determining Baptismal

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Table of Contents

Validity by Church of Origin

2.4.1 Eastern Churches in Communion with

Rome

2.4.2 Eastern Churches Not in Communion

with Rome:

2.4.3 Valid Christian Baptism

2.4.4 Valid Confirmations

2.4.5 Individuals from a Church with an Inva-

lid Baptism

2.4.6 Alternate Catholic or Orthodox Churches

3. Communion Register (Optional Record)

3.1 Entries

4. Confirmation Register


4.2 Entries 4.2.1 Emergency Confirmation

4.2.2 Source of Data

4.2.3 Large Group Of Recipients

4.2.4 Recipients From More Than One Parish

4.2.5 Baptismal Certificate

4.2.6 Baptismal Data

4.2.7 Notification of Church of Baptism

5. Marriage Register


5.2 Entries 5.2.1 Source of Data

5.2.2 Marriage Outside Parish Church

5.2.3 Convalidation

5.2.4 Sanation

5.2.5 Previous Civil Marriage

5.2.6 Notation of Dispensations and Annul-

ments


5.3 Premarital Files 5.3.1 Contents

5.3.2 Location

5.3.3 Filing

5.3.4 Retention

5.3.5 Transmission of File

6. Death Register

6.1 Applicable Canon

6.2 Entries 6.2.1 Source of Data

6.2.2 Cremation


6.2.4 Non-Catholic Burial

6.2.5 Burial Permits

6.2.6 Cemetery Records

7. Sample Pages

7.1 Sample Baptism Register Entries

7.1.1 Standard Entries


7.1.3 Unmarried Parents – No father noted

7.1.4 Unmarried Parents – Father attested and

noted


7.1.6 Proxy Godparent

7.1.7 Bringing Baptized Child into the Church

7.1.8 Baptism of an Unbaptized Adult

7.1.9 Reception into Full Communion

7.1.10 Ascription to Eastern Catholic Church

7.1.11 Testimony of Witness Verifying Recep-

tion of Sacrament

7.1.12 Notation of Ordination to Priesthood

7.1.13 Notation of Ordination to Permanent

Diaconate

7.1.14 Notation of Perpetual Vows

7.1.15 Notation of Place of Marriage and Site

of Record if Different

7.1.16 Notation of Declaration of Nullity

7.1.17 Notation of Marriage After Annulment

7.1.18 Minor Change – Name Correction

7.1.19 Major Change – Termination of Origi-

nal Entry - Adoption

7.1.20 Major Change – Replacement of Origi-

nal Entry – Adoption

7.1.21 Additional Space Required for Nota-

tions

7.1.22 Creating a Missing Record

7.2 Sample Confirmation Register Entry

7.3 Sample Marriage Register Entries

7.3.1 Standard Entry

7.3.2 Marriage Outside Parish Church

7.3.3 Convalidation

7.3.4 Sanation

7.4 Sample Death Register Entry

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Table of Contents

1. General Norms Regarding Sacramental Records

1.1 Applicable Canons Can. 491 §1. A diocesan bishop is to take care that the acts and documents of the archives of cathedral, collegiate, parochial, and other churches in his territory are also diligently preserved and that inventories or catalogs are made in duplicate, one of which is to be preserved in the archive of the church and the other in the diocesan archive. §2. A diocesan bishop is also to take care that there is an historical archive in the diocese and that documents having historical value are diligently protected and systematically ordered in it. §3. In order to inspect or remove the acts and documents mentioned in §§1 and 2, the norms established by the diocesan bishop are to be observed. Can. 535 §1. Each parish is to have parochial registers, that is, those of baptisms, marriages, deaths, and others as prescribed by the conference of bishops or the diocesan bishop. The pas-tor is to see to it that these registers are accurately inscribed and carefully preserved. §2. In the baptismal register are also to be noted confirmation and those things which pertain to the canonical status of the Christian faithful by reason of marriage, without prejudice to the prescript of can. 1133, of adoption, of the reception of sacred orders, of perpetual profession made in a religious institute, and of change of rite. These notations are always to be noted on a baptismal certificate. §3. Each parish is to have its own seal. Documents regarding the canonical status of the Chris-tian faithful and all acts which can have juridic importance are to be signed by the pastor or his delegate and sealed with the parochial seal. §4. In each parish there is to be a storage area, or archive, in which the parochial registers are protected along with letters of bishops and other documents which are to be preserved for rea-son of necessity or advantage. The pastor is to take care that all of these things, which are to be inspected by the diocesan bishop or his delegate at the time of visitation or at some other opportune time, do not come into the hands of outsiders. §5. Older parochial registers are also to be carefully protected according to the prescripts of particular law. Can. 876 To prove the conferral of baptism, if prejudicial to no one, the declaration of one wit-ness beyond all exception is sufficient or the oath of the one baptized if the person received baptism as an adult. Can. 894 To prove the conferral of confirmation the prescripts of can. 876 are to be observed.

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1.2 Registers

1.2.1 Required Records

Each parish is required to maintain records of baptisms, confirmations, marriages, and deaths.

Maintaining records of first Communions is optional.

Even when a priest serves as pastor of more than one parish, separate registers are to be main-

tained for each parish. For security and convenience, however, the registers may all be stored at

one of the parishes.

1.2.2 Parishes & Other Institutions

Generally only parishes are to maintain sacramental records and registers. Non-parochial institu-

tions must obtain the approval of the Bishop to maintain sacramental records and registers.

If a chapel or pastoral center operates under the authority of the local pastor, its sacramental rec-

ords should be kept in the parish registers rather than separately.

1.2.3 Inventories of Registers

Canon Law requires that parishes and missions periodically prepare inventories of sacramental

registers and send copies of the inventories to the diocesan archives (Canon 491 §1). This task

should be conducted before the assignment of a new pastor to a parish.

1.2.4 Format

Special registers, which are available from private vendors, are required. A parish may retain

separate Baptismal, Confirmation, Marriage, and Death Registers or combined registers, depend-

ing on the needs of the parish.

1.2.5 Acid Free Paper

The pages of the registers should be made of acid-free paper.

1.2.6 Computer Reproductions

Sacramental records may be duplicated on computers. But a complete record must be main-

tained in the registers, and the registers themselves are never to be destroyed or discarded. The

registers are considered the only authentic copy of sacramental records.

1.2.7 Repair of Old Registers

As registers become worn, they are to be rebound by a professional binder. The records may be

transferred to a new register only if the original register is beyond repair. The original register is

to be retained in as safe a condition as possible.

1.2.8 Safe Storage

The sacramental registers are to be stored in a locked place, preferably one which is fire-proof or

fire-resistant. They may be removed only by authorized personnel and only for legitimate pur-

poses. The registers may never be taken off the parish premises except for duplication by the

Diocese.

1.2.9 Non-Transferable

Under no circumstances may an individual remove or take any parochial records, including sac-

ramental registers, when leaving the parish or transferring to another assignment. Outside the

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legitimate access described in the confidentiality section below, neither the originals nor any

copies of sacramental registers, nor the data they contain, whether on microfilm or otherwise,

can ever be given, loaned, or sold to any person or institution without the written permission of

the Bishop of Columbus. Such permission shall specify the conditions for use, duplication, and

publication.

1.2.10 Reporting Loss or Destruction

The loss or destruction of any sacramental register should be reported immediately to the Chan-

cery. The Chancery will assist the parish in reconstructing the registers from the duplicate copies

of parish registers it holds.

1.2.11 Records of Closed/Suppressed Parishes, Missions, or Catholic Institutions

In the event that a parish or mission is closed, Chancery staff will survey the registers and all

other parochial records to determine appropriate retention and disposition. After noting the par-

ish or mission’s closing after the last entry in the sacramental registers, the registers are to be

transferred to the parish that assumed the territory of the closed parish or mission for future issue

of sacramental certificates. If a Catholic institution closes or combines with another institution

in a manner that precludes the maintenance of specifically Catholic sacramental records, the reg-

isters must be discontinued and transferred to the territorial parish for future issue of sacramental

certificates. All future sacraments performed at that location are to be then recorded in the regis-

ters of the territorial parish.

For assistance with determining which parish is holding the sacramental registers of a closed/

suppressed parish, missions, or institution, clergy and parish staff may contact the Chancery Of-

fice.

1.2.12 Checklist of things to review in order to assure proper care of sacramental record books

1. Be sure anything inappropriately attached to the book is removed (carefully and without dam-

aging the book).

2. Nothing should be taped into the book.

a. No paper clips should be attached to book pages.

b. No “sticky notes” should be left in the book.

c. Any other loose notations on pieces of paper, note cards, etc. should not be left in the

book.

d. Any information from the above described taped or clipped to papers should be writ-

ten into the corresponding entries in accordance with the Code of Canon Law and the

Diocesan Sacramental Record Handbook.

e. Documents connected with the book should be placed in a folder that is placed be-

tween the last page and back cover of the book.

3. Once notes and information from separate pieces of paper is entered appropriately into the

book, the original notes and paper pieces can be destroyed.

4. Save any adoption paperwork connected with a book in a file folder.

5. Carefully straighten out folds in the pages.

6. Check for whited-out places in the book, and remind parish staff not to use white-out; instead,

staff should be correcting mistakes by drawing a line through the incorrect wording and writ-

ing in the correct wording.

7. If anything has been written in the book in pencil, go over the penciled writing with an ink

pen.

8. Carefully remove all staples.

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1.3 Confidentiality

1.3.1 Nature of Information

Care must be taken to protect people's privacy. Although sacramental registers contain infor-

mation about public events and other facts readily known to any interested party, they also con-

tain information that may be very personal and confidential.

1.3.2 Access to Registers

The sacramental registers belong to the individual parish. They are maintained for the good of

the Christian faithful. They are private documents, not public ones. No one other than the pastor

or his delegate can claim a right to direct access to the registers.

1.3.3 Authorized Personnel

The pastor is always and ultimately responsible for the care and confidentiality of the sacramen-

tal registers themselves as well as any reproductions. He may designate other persons to make

entries in the registers and to prepare certificates. These may be employees or volunteers but

their number should be small. These designated persons must be well known to the pastor, must

be capable of careful work and protecting confidentiality, and must be adequately trained by the

pastor to work with the registers. Their work with the registers is not to exceed their mandate

from the pastor.

1.3.4 Genealogical Research

Sacramental registers should never be made available to genealogical researchers. The pastor or

other person designated by him may research information as requested and as time permits and

make the information available on separate paper. Care must be taken not to disclose confiden-

tial information.

1.4 Entries

1.4.1 Type of Data

Only that data required by canon law and otherwise necessary for the complete and accurate

maintenance of sacramental records is to be entered in the sacramental registers.

1.4.2 Timeliness

Entries should be made as soon possible after the event to be recorded.

1.4.3 Place of Entry

As a general rule, the proper parish for the recording of sacraments and deaths is the parish in

whose territory the sacraments or rites of Christian burial were celebrated. For exceptions, see

the individual register sections below.

1.4.4 Chronological Order

Entries should be made in chronological order. If the chronological order cannot be kept in some

particular case, a note should be made in the proper chronological location in the register, cross-

referencing the actual entry, e.g., "See JONES, page 37."

1.4.5 Specific Columns Each page of the register has several columns, and each column is titled. It is important to enter

the data in the proper columns. At least the Baptismal Register will have a column titled

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“Remarks,” “Notations,” or something similar. There are many references to this column

throughout this handbook.

For the sake of convenience this column will be referred to as the “Notations” column

throughout the handbook.

1.4.6 Index Every entry is to be listed in the register's index, according to the person's last name.

1.4.7 Additional Notations If there is inadequate space for all the data to be entered in a particular entry, the excess data may

be entered elsewhere on the same page or even on a different page of the register. Clear cross-

referencing between the original and additional entry is required, for example, "See SMITH,

page 31,” and “SMITH; CONTINUED FROM PAGE 20.”

1.4.8 “Sacramental Records” File Discursive material should not be written in sacramental registers. Such material or related doc-

uments (e.g., civil records, correspondence) should be retained securely in a file in the parish ar-

chives. However, discretion must be exercised in deciding which material to place in this file;

not everything has to be retained. This file should be marked “Sacramental Records,” and the

words “See Sacramental Records File” should be printed in the “Notations” column of the sacra-

mental register.

1.4.9 Legibility, Printing, & Ink Entries must be plainly and legibly printed. Do not use cursive or elaborate scripts. Entries

should be made in fade-proof/waterproof ink.

1.4.10 Style for Names and Dates The last name of the entry's subject should be printed in upper case, e.g., “JONES.” Printing the

name of the month is preferred to using the month's number (e.g. “Aug” rather than “8”).

1.4.11 Confidential Data Data which is confidential and which is not to be included on certificates is to be so marked

when entered in the register, e.g., “Confidential-do not include on certificate.” Parish clergy and

staff will have to exercise discretion in determining what is to be marked confidential. If uncer-

tain, clergy or staff members may consult with the Chancery for guidance. In all cases, though,

the provisions of can. 535, §2 are to be observed.

1.4.12 Minister of Sacrament The actual minister of a sacrament does not need to sign the register if the person making the en-

try personally witnessed the event or has available a document (e.g., Sacristy Record of baptism)

signed by the minister which certifies the conferral of the sacrament. In these cases the name of

the minister is printed in the register.

1.5 Certificates

1.5.1 Definition A certificate is an official document certifying that a particular individual has received a sacra-

ment. It is an exact duplicate of data already entered in a sacramental register.

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1.5.2 Church Use Only Certificates of sacraments are intended primarily for internal church use, not for civil purposes.

Since certain data is entered in the sacramental registers based purely on the word of some-

one else (e.g., the date of birth of a person being baptized), the certificate is simply repeating

that data but not certifying it as true.

1.5.3 Authorized Source of Records Only the parish or other location holding the original sacramental record may issue a certificate.

Only the actual register, rather than a microfilm or digital reproduction, should be used in prepar-

ing certificates. A computer copy of the record may be used for a certificate, so long as there is

assurance that the computer copy corresponds identically to the original register.

1.5.4 Authorized Requests Any member of the Catholic faithful has a right to obtain a certificate of a sacrament he or she

has received and which was recorded in a sacramental register. But only that person, the parents

of a minor, someone with legal guardianship of another, and a bona fide pastoral minister at an-

other Catholic parish or diocese have this right. When the parents of a child are separated or di-

vorced, both parents, regardless of legal custody, are presumed to have the right to a certificate.

1.5.5 Procedure for Requests Requests for certificates can be submitted in writing or by phone request. Those who may re-

quest certificates are the individual whose record it is, parents or guardians of minors needing

information, and clergy, parish, or diocesan personnel in need of said documentation. It is rec-

ommended that a log of requests be kept on file for one year. No information from sacramental

registers should be provided by telephone or other electronic means except to another Catholic

parish or other Catholic agency. Even then, care for the privacy of persons is to be exercised.

1.5.6 Format Certificates should have an official appearance and should be issued in a consistent format. Par-

ishes may obtain blank certificates from commercial vendors or may have them printed locally.

All certificates must bear the name and address of the parish.

1.5.7 Authentication Certificates must be typed, printed by computer, or hand-printed in ink. They are to be signed by

the pastor or his delegate and impressed or stamped with the parish seal. An original certificate

with the pastor’s signature stamped on it along with the parish seal is also valid for authentica-

tion. Facsimile copies of certificates are not considered authentic documents.

1.5.8 Required Data Certificates are to include all data contained in the sacramental register, except that which is

marked confidential or which is extraneous to the person's canonical status. Non-confidential

information in the “Notations” column is to be included. If there is nothing in the “Notations”

column, the words “No Notations” should be printed on the certificate.

1.5.9 Missing Record Sometimes when a certificate is requested, the record in question cannot be found. If there is any

possibility that the sacrament may have been conferred in some other parish, the inquirer should

be encouraged to check the sacramental records of that other parish or parishes or consult the

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Chancery Office. The Chancery Office can request a diocesan-wide records search to help in

such a situation. If such a search is unwarranted or fails, cc. 876 can be applied. Only that infor-

mation which can be verified with certainty should be entered in the register, even though this

may leave an incomplete entry. The name of the witness or witnesses, the date of his or her testi-

mony, and the words, "Based on the testimony of… ” should be printed in the "Notations" col-

umn of the register.

1.6 Changes to Entries

1.6.1 Caution about Changes Once entered into a sacramental register, data is considered official and permanent. It may not

be modified except under special conditions, as detailed below. Original data should never be

scratched out, erased, “whited out,” or otherwise destroyed or obliterated.

1.6.2 Style for Minor Changes Minor changes (e.g. correcting a misspelling) may be made directly to the original entry. Such

changes are to be made by drawing a straight, simple line through the word, number, or letter to

be changed and printing the correct text immediately above or below it.

1.6.3 Style for Major Changes Major changes (e.g., to record an adoption after baptism) may require that a new entry be creat-

ed. In these cases, the original entry is to be preserved without change; a new entry, with all the

data from the original entry reproduced (except the relevant change or changes), is to be made in

the same register as close to the original entry as possible; both entries, as well as listings in the

index, are to be cross-referenced; "Do Not Issue Certificate from This Record" is to be printed

carefully across the face of the original entry.

1.6.4 Authorization for Insubstantial Changes An insubstantial error (e.g., misspelling) may be corrected upon request of those persons who

have a right to a certificate, as mentioned in the CERTIFICATES section above.

1.6.5 Authorization for Substantial Changes More significant errors and other changes require authentic supporting documentation. Such

documentation will ordinarily consist of an original “raised seal” certificate from a civil or eccle-

siastical office, court, agency, etc. The issuing agency, date of the certificate, and any protocol

number should be printed in the “Notations” column of the register. When an error involves data

pertaining directly to the celebration of a sacrament or rite of Christian burial (e.g., date, identity

of godparent) such that no external verifying documentation exists, the written or oral testimony

of a reputable witness will suffice.

1.6.6 Permitted Changes Some permitted changes:

correct name

correct date

correct spelling

new legal name

adoptive parent(s)

1.6.7 Non-Permitted Changes

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2. Baptismal Register

2.1 Applicable Canons Canon 296 - §2. (Code of the Canons of the Eastern Churches) In the baptismal register are also to be noted the enrollment of the baptized into a determined Church sui iuris according to the norm of can. 37, the administration of chrismation with holy myron as well as those things which pertain to the canonical status of the Christian faithful by reason of marriage, with due regard for can. 840, §3, adoption, and sacred orders or perpetual profession in a religious insti-tute; these notations are always to be noted on the certificate of baptism. Can. 535 §2. In the baptismal register are also to be noted confirmation and those things which pertain to the canonical status of the Christian faithful by reason of marriage, without prejudice to the prescript of can. 1133, of adoption, of the reception of sacred orders, of perpetual pro-fession made in a religious institute, and of change of rite. These notations are always to be noted on a baptismal certificate. Can. 852 §1. The prescripts of the canons on adult baptism are to be applied to all those who, no longer infants, have attained the use of reason. Can. 869 §2. Those baptized in a non-Catholic ecclesial community must not be baptized condi-tionally unless, after an examination of the matter and the form of the words used in the con-ferral of baptism and a consideration of the intention of the baptized adult and the minister of the baptism, a serious reason exists to doubt the validity of the baptism. Can. 870 An abandoned infant or a foundling is to be baptized unless after diligent investiga-tion the baptism of the infant is established. Can. 873 There is to be only one male sponsor or one female sponsor or one of each. Can. 874 §1. To be permitted to take on the function of sponsor a person must: be designated by the one to be baptized, by the parents or the person who takes their

place, or in their absence by the pastor or minister and have the aptitude and intention of fulfilling this function;

have completed the sixteenth year of age, unless the diocesan bishop has established an-other age, or the pastor or minister has granted an exception for a just cause;

be a Catholic who has been confirmed and has already received the most holy sacrament of the Eucharist and who leads a life of faith in keeping with the function to be taken on;

not be bound by any canonical penalty legitimately imposed or declared; not be the father or mother of the one to be baptized. §2. A baptized person who belongs to a non-Catholic ecclesial community is not to participate except together with a Catholic sponsor and then only as a witness of the baptism. Can. 876 To prove the conferral of baptism, if prejudicial to no one, the declaration of one wit-ness beyond all exception is sufficient or the oath of the one baptized if the person received baptism as an adult.

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Can. 877 §1. The pastor of the place where the baptism is celebrated must carefully and with-out any delay record in the baptismal register the names of the baptized, with mention made of the minister, parents, sponsors, witnesses, if any, the place and date of the conferral of the baptism, and the date and place of birth. §2. If it concerns a child born to an unmarried mother, the name of the mother must be insert-ed, if her maternity is established publicly or if she seeks it willingly in writing or before two wit-nesses. Moreover, the name of the father must be inscribed if a public document or his own declaration before the pastor and two witnesses proves his paternity; in other cases, the name of the baptized is inscribed with no mention of the name of the father or the parents. §3. If it concerns an adopted child, the names of those adopting are to be inscribed and, at least if it is done in the civil records of the region, also the names of the natural parents accord-ing to the norm of §§1 and 2, with due regard for the prescripts of the conference of bishops. Can. 878 If the baptism was not administered by the pastor or in his presence, the minister of baptism, whoever it is, must inform the pastor of the parish in which it was administered of the conferral of the baptism, so that he records the baptism according to the norm of Can. 877, §1. Can. 1685 As soon as the sentence is executed, the judicial vicar must notify the local ordinary of the place in which the marriage was celebrated. The local ordinary must take care that the declaration of the nullity of the marriage and any possible prohibitions are noted as soon as possible in the marriage and baptismal registers.

2.2 Entries For baptism celebrated under normal circumstances, the following information is to be entered

in the Baptismal Register (can. 877, §1):

the Christian name(s) of the child as designated by the parent(s)/adoptive parents; or the

legal name of the adult (always use the maiden name of a woman);

the name of the father (first, middle if any, and surname) and the name of the mother

(first, middle if any, and maiden name); or names of adoptive parents;

the date and place of birth;

the name(s) of the sponsor(s);

the place and date of the baptism;

the name of the minister performing the baptism;

2.2.1 Baptismal Certificates

The issuance of a baptismal certificate should reflect what is recorded in the baptismal register.

Its purpose is to prove the fact of baptism and the reception of any subsequent sacrament or

Church action that affects that person’s status in the Church. Once specific data has been

changed in the sacramental register, the original data is not transcribed onto certificates (e.g., the

natural parents’ names after adoption). If further guidance regarding baptismal certificates is

needed, contact the Chancery Office.

2.2.2 Ascription to Proper Church Sui Iuris Ascription to a uniate Church sui iuris, (e.g., Byzantine or Maronite Catholic) is determined by

the rite of the father, not by the rite of the minister or parish of baptism, unless the person is 14

years of age or older, at which age the individual can choose his or her rite. Thus, when a Latin

- 14 -

priest or deacon baptizes someone who by law is ascribed to an Eastern Catholic Church, a nota-

tion should be made in the “Notations” column.

2.2.3 Source of Data Ordinarily, the data used to create a record of baptism (as required by can. 877, §1) originates on

a “Sacristy Record of Baptism,” a small form from a preprinted pad typically sold by commercial

vendors. If someone other than the parents or legal guardians is trying to make arrangements for

the baptism, please call the Chancery for assistance. The Sacristy Record is filled out by some-

one in the parish office at the time the baptism is scheduled, by a member of the baptism prepa-

ration team during the catechetical program, or by the minister of baptism at the time of the actu-

al baptism. Before the data is transferred to the Baptismal Register, a parent, guardian, or adult

candidate should verify the data written on the Sacristy Record (usually at the time of baptism),

and the minister must sign the Sacristy Record verifying that the sacrament was conferred.

There should be a clear procedure in place for assuring that the data is transferred from the Sac-

risty Record to the Baptismal Register as quickly as possible.

2.2.4 Recipients from More Than One Parish

When persons from more than one parish are baptized or received into full communion with the

Catholic Church at a single ceremony, it is preferred that the record for all the persons be re-

tained at the parish where the rites are celebrated.

2.2.5 Emergency Baptism and Other Baptisms Outside Parish Church

In the rare situation when baptism is conferred solemnly (that is with a priest or deacon celebrat-

ing the full rite of baptism) in a chapel, hospital, or home, the minister is to see to it that the bap-

tism is recorded in the following baptismal registers:

the hospital if one is maintained there;

the church within whose boundaries the baptism occurred;

and the church at which the person or person’s parents (for a minor) are registered.

(Statute #35, 1952 Synod of the Diocese of Columbus).

The same procedure should be followed when a person is baptized “privately” by a lay person,

even though there had been no danger of death.


When conditional baptism is conferred, “Baptized conditionally” is to be written in the

“Notations” column. Otherwise the entry is the same as for any other baptism. By virtue of Can.

869, §2, baptisms in other Christian faiths are presumed valid until the contrary is clearly demon-

strated. Therefore, only after careful investigation and with a positive doubt remaining as to the

fact of a baptism or its valid celebration, a person is conditionally baptized. This conditional

baptism is done privately (i.e., no fanfare and only the essential participants). In such cases the

date and place of the conditional baptism should be noted instead of the purported earlier bap-

tism. A note as to its conditional celebration should be included.

2.2.7 Reception Into Full Communion by Profession of Faith When persons are received into full communion with the Catholic Church, after having been

baptized previously in another Christian communion, an entry must be made in the Baptismal

Register as well as in the Confirmation Register. The data concerning the Profession of Faith

should be entered in the spaces provided for baptism, and the data concerning the original bap-

tism should be entered in the notations column, especially the date and place. Special care must

- 15 -

be taken to follow this procedure when young children along with their parents are received into

full communion, even though there may be no ritual involving the children.

For the Profession of Faith for a baptized adult (RCIA), the following information is to be en-

tered in the Baptismal Register:

the given and/or Christian name(s) of the person (always use the maiden name of a wom-

an);

the name of the father (first, middle if any, and surname) and the name of the mother (first,

middle if any, and maiden name);


the name of the sponsor;

the date and place of the Profession of Faith are noted in the space provided for Baptism;

marginal notations giving the date and place of the original baptism, reception of Eucharist

and confirmation, and marital status (either current valid marriage or the convalidation of the

current marriage). Any declaration of nullity of a marriage attempt (including where granted

and protocol number) should be noted.

2.2.8 Profession of Faith Certificates

Certificates noting information related to the above-described Profession of Faith for a baptized

adult can be procured from providers of Catholic sacramental certificates. As in other cases,

these certificates should be an exact duplicate of data entered in the sacramental register.

2.2.9 Celebration of Baptism of an Adult For baptism celebrated for a unbaptized adult (RCIA) the following information is to be en-

tered in the Baptismal Register (can. 877, §1):

the given and/or Christian name(s) of the person (always use the maiden name of a wom-

an;




the name of the sponsor(s);



marginal notation of reception of Eucharist and confirmation and marital status (either cur-

rent valid marriage or the convalidation of the current marriage). Any declaration of inva-

lidity (including where granted and protocol number) should be noted.

2.2.10 Bringing a Baptized Child into the Church For baptized children before age 7 (can. 852, §1) who are being received into the Church, the

following information is to be entered in the Baptismal Register. This procedure also is to be

followed when the child is being received, along with the parents, into full communion with the

Catholic Church. The same is done when it is the case of Catholic parents returning to the prac-

tice of the faith and the children who are still beneath the age of discretion have already been

baptized in a non-Catholic church in the meantime.

the Christian name(s) of the child as designated by the parent(s);




the name(s) of the sponsor(s) now selected by the parents;

- 16 -

the date and place (church and town) ceremonies are supplied to effect formal reception

into the Church are noted in the spaces provided for Baptism (cf. 1973 Rite of Bap-

tism for Children #31.3);

data concerning the original baptism should be entered in the Notations column, especially

the date and place (cf. 1973 Rite of Baptism for Children #31.3).

If it is discovered at the time approaching First Communion that the above was not done at the

appropriate time, the parents should be advised to contact the parish where they made their pro-

fession of faith and ask that this be remedied. If this is not possible, a record for the children

may be created at the parish where First Eucharist is to take place, indicating the facts as derived

from the record of the parent’s(s’) profession of faith and/or the parent’s(s’) own trustworthy tes-

timony. The most important consideration is that the children have their own record somewhere

and that the parents know where it will be found in the future. Children in this situation should

receive First Holy Communion without making a profession of faith (as they are already de facto

Catholics). Confirmation would follow at the normal time for Catholic children.

In cases where the child is at or above the age of discretion when the parents convert or return to

the faith, they should make their own profession of faith and receive the sacraments of Confirma-

tion and First Eucharist, and appropriate records should be made in the sacramental registers.

2.2.11 Unbaptized Children At or Above the Age of Discretion Coming Into Full Communion

Because parents often desire that such children be allowed to receive Confirmation (and some-

times even First Communion) “with their class,” some discretion could be given to unbaptized

children of “borderline” age to be baptized as “infants” and allowed to receive the other sacra-

ments in due course. But it is difficult to separate a baptized child's profession of faith from the

other sacraments of initiation. Preferably, such children who clearly are of catechetical age

should receive the sacraments of Confirmation and Eucharist when they make their profession of

faith.

2.2.12 Unmarried Parents It is important that the provisions of can. 877 concerning unmarried parents be followed. It is

unjust to enter unauthorized names of parents in the Baptismal Register. The expression “Pater

ignotus” (Father unknown) is not to be used in the registry or on any certificates.

2.2.13 Children of Unknown Parentage For children whose parentage cannot be known (can. 870) or is unknown (can. 877, §2), the fol-

lowing information is to be entered in the Baptismal Register:

the Christian name(s) of the child as designated by the mother or guardian(s);

the name of the mother (first, middle if any, and maiden), if publicly known or re-

quested by her before two witnesses;

the name of the natural father (first, middle if any, and surname) only if paternity is estab-

lished by a legal document or he makes a declaration before the pastor and two witnesses;

otherwise leave blank;

the date and place of birth, if known, or of being found or placed under guardianship;

the name(s) of the sponsor(s) selected by the parent or guardian;


the name of the minister performing the baptism.

- 17 -

2.2.14 United States Norms for Baptism and Adopted Children

On October 20, 2000, the United States Conference of Catholic Bishops issued norms under can.

877, §3 for the purpose of assisting those with the responsibility of recording the baptism of chil-

dren who had been adopted or who later are adopted. These norms were originally passed on

November 18, 1998, and in turn received Vatican approbation on September 30, 2000.

2.2.15 Baptism Before Adoption For children baptized before adoption, the following information shall be added in the Baptismal

Register after the adoption is finalized. (can. 877, §3):

parentheses ( ) shall be placed around the names of the natural parents;

the name(s) of the adoptive parent(s) shall then be added;

the child's former surname shall also be parenthesized ( ) and the new surname added;

a notation shall be made that the child was legally adopted.

Baptismal certificates issued by the parish for these individuals should give the name(s) of the

adoptive parent(s), the child's new legal surname, the date and place of birth, the date and place

of baptism, and the name of the minister who administered the sacrament. The name(s) of the

natural parents and the sponsor(s) shall not be given, and no mention of the fact of adoption shall

be made on the baptismal certificate.

A new entry should be made, and in the index cross-reference should be made to the old entry,

with the following information:

the new legal, Christian name of the child as designated by the adoptive parents;

the names of the adoptive parents;


the date and place of the baptism;


Any certificate for this person should be issued from the record created after the adoption; no

certificate ever should be issued from the record created before adoption.

2.2.16 Baptism After Adoption For children baptized after adoption, no reference to the adoption or the natural parents is to

be made in the Baptismal Register. Any such data which has been recorded is to be treated

as confidential and is not to be included on any certificate.

The following information shall be entered in the register (can. 877, §3):

the Christian name(s) of the child as designated by the adoptive parent(s);

the name(s) of the adoptive parent(s);


the names of the sponsors selected by the adoptive parent(s);


the name of the minister performing the baptism.

Baptismal certificates issued by the parish for adopted children will be no different from other

baptismal certificates. No mention of the fact of adoption shall be made on the baptismal cer-

tificate.

- 18 -

2.2.17 Baptisms at Catholic Orphanages

If an individual was baptized at a Catholic orphanage and his or her baptismal record verification

is proving difficult, please call the Chancery for assistance.

2.2.18 Number of Godparents No more than two names may be entered in the “Godparents” or “Sponsors” column. Church

law (can. 873) stipulates one and no more than two sponsors (one female and one male) of bap-

tism. Two godparents of the same gender is not permitted.

2.2.19 Proxy Godparent When a Godparent or sponsor appoints a proxy to participate in the rite of baptism, both names

should be entered in the register, with “Proxy” written after that person's name.


Church law (can. 874, §2) allows a baptized person, who is not a member of the Catholic

Church, to serve as “a Christian witness.” The designation “CW” might be useful for clarity.

Church law (Ecumenical Directory # 98b) holds that a baptized Eastern Orthodox person is

properly a Godparent and not a Christian witness.

2.2.21 Registers for Ritual Use A register used as part of the Church's ritual (e.g., Book of the Elect) should be completely dis-

tinct from the regular sacramental registers. The data from the ritual register should be trans-

ferred to the Baptismal and Confirmation Registers as soon as possible after the conferral of sac-

raments or the reception into full communion.

The issuance of a baptismal certificate should reflect what is recorded in the Baptismal Register.

Its purpose is to prove the fact of baptism and the reception of any subsequent sacrament or

church action that affects that person's status in the Church.

2.3 Changes to Entries Specific to Baptismal Registers

2.3.1 Most Changes Occur in the Baptism Register The baptismal record is the primary sacramental record for Catholics. It serves as a log for all

the significant, public developments in one’s relationship with the Church. As a result, most

changes to entries in the sacramental registers will be made in the Baptismal Register.

2.3.2 Changes to Original Data Some of these changes are actual modifications of the original data entered for baptism, for ex-

ample, change of name or change of parent. Directions for making such changes can be found in

the GENERAL NORMS section of this handbook.

2.3.4 Additions to “Notations” Column Some of the changes are additions to the “Notations” column. For example, when a Catholic is

confirmed, married, or ordained, the churches where these sacraments are celebrated notify the

church of baptism so the new sacraments can be noted in the Baptismal Register. Some parishes

still give notice of first Communion, although this is no longer required. Also, when a marriage

is declared invalid by an ecclesiastical tribunal or when a cleric is returned to the lay state, the

Tribunal will notify the church of baptism so that a notation can be made in the person's baptis-

mal record (See can. 1685).

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2.3.5 Defection from Church A parish occasionally will receive a notification from an individual or a church indicating that

the person is no longer a Catholic and even asking that her/his name be removed from Catholic

Church records. While it is appropriate to remove the person's name from the parish member-

ship lists, no changes are to be made to the sacramental records, except for a notation in the

“Notations” column of the Baptismal Register: “Formal defection from Catholic Church, [date].”

Such situations may call for a letter to the individual explaining the parish’s action and inviting

the him or her to return, at some future time, to the Catholic Church. In order for a person to

make a formal defection from the Church, the following conditions are necessary:

the internal decision to leave the Catholic Church;

the realization and external manifestation of that decision;

and the reception of that decision by the competent ecclesiastical authority (e.g., Ordinary or

local pastor).

Reunion with the Church should also be noted, if the parish of baptism is made aware of the re-

union.

2.3.6 Style for Notations The notations mentioned in the two preceding paragraphs should be made neatly and succinctly

in the “Notations” column. Names, dates, places, and protocol numbers are usually the only in-

formation needed. These notations are not confidential and should ordinarily be included on cer-

tificates.

2.3.7 Surgical Gender Change

The Vatican Congregation for Doctrine of the Faith holds that no changes should be made to a

baptismal record to reflect the “new” gender of an individual who has undergone what is com-

monly referred to as a sex-change operation. An October 15, 2002, letter from the United States

Conference of Catholic Bishops further clarifies:

“Therefore, even in cases of such [sex reassignment] operations the records are not to be altered.

Specifically, the altered condition of the faithful under civil law does not change one’s canonical

condition which is male or female as determined at the moment of birth. However, should a situ-

ation rise in which some sort of notation is determined to be necessary, it is possible, in the mar-

gin of the entry for baptism, to note the altered status of the person under civil law. In such cas-

es, the date and relevant protocol number of the civil juridic act or document should be included

along with, where possible, a copy of the document itself at that page of the baptismal registry.”

2.4 Reference List—Determining Baptismal Validity by Church of Origin

The following has been compiled to assist clergy and parish staff in determining the canonical

status of individuals. This list is not exhaustive. If there are questions, contact the Chancery for

further advice.

2.4.1 Eastern Churches in Communion with Rome

Baptism and Confirmation conferred in the Eastern Catholic Churches is always valid. It is suf-

ficient to establish the fact that Baptism was administered. Valid Confirmation is always admin-

istered at the same time as Baptism. Usually, the child has also received First Communion at the

time of Baptism. The Eastern Churches in Communion with Rome include:

The Alexandrian Rite

- 20 -

Coptic Catholic

Ethiopian Catholic

The Antiochene Rite (West Syrian)

Malankara (Malankarese) Catholic

Maronite Catholic

Syrian (Syriac) Catholic

The Armenian Rite

Armenian Holy Apostolic

The Chaldean Rite (East Syrian)

Chaldean Catholic

Syro-Malabar Catholic

The Byzantine Rite

Melkite Catholic

Byzantine Slovak Catholic

Byzantine Ukrainian Catholic

Albanian Catholic

Byelorussian Catholic

Bulgarian Catholic

Greek Catholic

Italo-Albanian Catholic

Byzantine Yugoslav Catholic

Russian Catholic

Byzantine-Romanian Catholic

Ruthenian Catholic

2.4.2 Eastern Churches Not in Communion with Rome:

The initiation rites conferred by the Eastern Churches not in communion with Rome are consid-

ered valid rites. The churches included in this are any of the Orthodox Churches and the Assyri-

an Churches of the East (also known as the Nestorian Church).

An individual who wishes to enter into the Roman Catholic Church from an Eastern Church

not in communion with Rome does not become a Latin rite Catholic, but rather a member of

the ritual rite indicated by their baptism (e.g.: a Russian Orthodox becomes a Russian Catho-

lic; a Syrian Orthodox a Syrian Catholic, and so on).

The Roman Catholic Church recognizes all of the sacraments of the Eastern rites. A child

receives all of the rites of initiation (Eucharist and Confirmation) when baptized so a person

should never be reconfirmed. Instead, after catechesis, they would simply make a profession

of faith (RCIA 474).

2.4.3 Valid Christian Baptism

The Roman Catholic norm for valid baptism must follow the proper matter and form. The

“matter” is water baptism by immersion or pouring. The “form” is the Trinitarian formula

(canons 849, 850; RCIA 226). Always ensure that this has been followed. If the rituals or estab-

lished customs of a church or community prescribe baptism by immersion, pouring, sprinkling

together with the Trinitarian formula (in the name of the Father, and of the Son and of the Holy

Spirit), doubt can only arise if it happens that the minister did not observe the regulations of his

- 21 -

or her own church or community. The Church considers the validity of these church’s baptisms

as follows:

Adventist Valid Baptism

African Methodist Episcopal Valid Baptism

African Methodist Episcopal Zion Valid Baptism

American (United American) Catholic Valid Baptism /Confirmation doubtful

Amish Valid Baptism

Anglican Valid Baptism

Apostolic Church Invalid Baptism

Armenian Apostolic Invalid Baptism

Assembly of God Valid Baptism

Baha’i Faith Invalid Baptism

Baptist Valid Baptism

Bohemian Free Thinkers Invalid Baptism

Chinese Catholic Baptism/Confirmation recognized

Chinese Christian Valid Baptism

Christadelphians Invalid Baptism

Christian Community (Rudolf Steiner) Invalid Baptism

Christian Fellowship Valid Baptism

Christian and Missionary Alliance Valid Baptism

Christian Scientist Invalid Baptism

Church of Christ Valid Baptism

Church of Divine Science Invalid Baptism

Church of God Valid Baptism

Church of the Brethren Valid Baptism

Church of the Latter Day Saints (Mormons) Invalid Baptism

Church of the Nazarene Valid Baptism

Church of the New Jerusalem Invalid Baptism

Church of Scientology Invalid Baptism

Church of the Universal Brotherhood

(Doukhobors) Invalid Baptism

Community of Pope Pius X (Lefebvre) Baptism/Confirmation recognized

Congregational Church Valid Baptism

Disciples of Christ Valid Baptism

Dutch Reformed Church Valid Baptism

Eastern Non-Catholics (Orthodox) Baptism/Confirmation recognized

Episcopal Church Valid Baptism

Evangelical Church of Covenant Valid Baptism

Evangelical Churches Valid Baptism

Evangelical United Brethren Valid Baptism

International Council of Community Churches Valid Baptism

Jehovah’s Witnesses Invalid Baptism

Liberal Catholic Church Valid Baptism

Lutheran Valid Baptism

Masons Invalid Baptism

Mennonite Valid Baptism

Methodist Valid Baptism

Missionary Hill Church Valid Baptism

- 22 -

Moravian Church Valid Baptism

New Apostolic Church Valid Baptism

New Church of Mr. Emmanuel Swedenborg Invalid Baptism

Old Catholic Church Valid Baptism

Old Roman Catholic Church Baptism/Confirmation recognized

Old Roman Church Valid Baptism

Orthodox (see Eastern above) Baptism/Confirmation recognized

Pentecostal Churches Invalid Baptism

People's Church of Chicago Invalid Baptism

Polish National Church (is Eastern Rite) Baptism/Confirmation recognized

Presbyterian Valid Baptism

Quakers (Society of Friends) Invalid Baptism

Reformed Church Valid Baptism

Salvation Army Invalid Baptism

Seventh-Day Adventist Valid Baptism

Shakers Invalid Baptism

Unitarians/Universalists Invalid Baptism

United Church of Canada Valid Baptism

United Church of Christ Valid Baptism

United Reformed Valid Baptism

Uniting Church of Australia Valid Baptism

Waldensian Valid Baptism

Zion Valid Baptism

If an individual is from a church with a valid baptism and they wish to enter into full communion

with the Roman Catholic Church, they will need to make a profession of faith and receive the

sacrament of Confirmation after a suitable period of catechesis (RCIA, 400-504).

2.4.4 Valid Confirmations If an individual is from a church with a valid baptism and confirmation and they wish to enter

into full communion with the Roman Catholic Church, they will need to make a profession of

faith after a suitable period of catechesis (RCIA, 473-504).

2.4.5 Individuals from a Church with an Invalid Baptism

If an individual is from a church with an invalid or no baptism and they wish to enter into full

communion with the Roman Catholic Church, they will be treated as a catechumen and will need

to enter into the steps and periods of the Rite of Christian Initiation of Adults. They are fully ini-

tiated at the Easter Vigil (RCIA, 1-251).

2.4.6 Alternate Catholic or Orthodox Churches

It is important to read a baptismal certificate thoroughly. On occasion a certificate may read that

the person has been baptized in the “Holy Catholic: or “Holy Orthodox” Church. This does not

mean they have been baptized Catholic or Orthodox. In order to determine the validity of such a

ceremony as a Christian baptism, be sure to utilize the guidelines regarding intention and the

Trinitarian formula already described in this handbook. If further help is needed in this regard,

please contact the Chancery Office for advice.

- 23 -

3. Communion Register (Optional Record)

3.1 Entries For first Communion the following information is to be entered into the Communion Register if

one is utilized (not required by Church law):

the Christian names of the child;

the date and place of baptism;

the church and date of the first Communion;

the name of the main celebrant of the Mass.

First Communion records are not required to be retained or reported. They may be shown on the

baptismal record. Because they are a non-canonical record, First Communion records cannot be

required for the administration of other sacraments, including marriage.

- 24 -

4. Confirmation Register

4.1 Applicable Canons Can. 894 To prove the conferral of confirmation the prescripts of Can. 876 are to be observed. Can. 895 The names of those confirmed with mention made of the minister, the parents and sponsors, and the place and date of the conferral of confirmation are to be recorded in the con-firmation register of the diocesan curia or, where the conference of bishops or the diocesan bishop has prescribed it, in a register kept in the parish archive. The pastor must inform the pastor of the place of baptism about the conferral of confirmation so that a notation is made in the baptismal register according to the norm of Can. 535, §2. Can. 896 If the pastor of the place was not present, the minister either personally or through another is to inform him as soon as possible of the conferral of confirmation.

4.2 Entries For confirmation celebrated under normal circumstances, the following information is to be en-

tered in the Confirmation Register (can. 895):

the legal and Christian names of the child or adult (use maiden name of a woman);



the date and place of baptism;

the name of the sponsor selected by the person;

the place and date of the confirmation;

the name of the minister performing the confirmation.

The place of baptism should be notified of the confirmation. In the case of a baptized person

who was brought into full communion in the Church, the place of reception (“Profession of

Faith”) is to be notified instead of the place of baptism.

4.2.1 Emergency Confirmation As in the case of emergency baptism the same procedure described in the 1952 Diocese of Co-

lumbus Synod should be applied: the record of an emergency confirmation should be recorded in

the hospital’s confirmation register if one exists, and the registers of the territorial parish in

which the confirmation occurred and the parish of the person confirmed.

4.2.2 Source of Data When a large number of persons are to be confirmed, it is essential that someone collect the nec-

essary information and see to it that it is communicated accurately to the parish or parishes of the

recipients for proper recording in the Baptismal Register.

4.2.3 Large Group Of Recipients When several persons are confirmed at the same ceremony by the same minister, the date of con-

ferral and the name of the minister may be written only once in the register so long as it is clear

that the references apply to all the confirmed. If there is more than one minister at a single cere-

mony, the record should show clearly which ministers confirmed which recipients.

- 25 -

4.2.4 Recipients From More Than One Parish When confirmation is conferred upon persons from several parishes at one ceremony, two meth-

ods of recording are acceptable: 1) all records made at the parish where the confirmation was cel-

ebrated; or 2) records are made at the respective parishes of the recipients. When there is a large

representation from more than one parish, method #2 is preferred. When the number of recipi-

ents from outside the parish where the confirmation was celebrated is small, method #1 is pre-

ferred. Note that when the pastor of some recipient(s) is not present for the conferral of confir-

mation, the minister of the sacrament or the pastor where it was conferred are obliged to notify

the absent pastor about the fact of confirmation.

4.2.5 Baptismal Certificate In order to satisfy the obligation of notifying the parish of baptism about the conferral of confir-

mation, a baptismal certificate for each candidate for confirmation should be obtained in advance

of the celebration of confirmation.

There are some additional reasons for obtaining a baptismal certificate:

the fact of valid baptism and Catholicity will be established;

any previous reception of valid confirmation, especially in the case of Catholics who were

baptized in uniate Eastern Churches, will be uncovered;

any discrepancies between name and parentage provided in the Baptismal Register and given

at the time of confirmation will be discovered;

the identity of baptismal Godparents can be ascertained, pursuant to can. 893, §2.

4.2.6 Baptismal Data It is recommended that the place and date of baptism be noted in the Confirmation Register.

This can be especially helpful if a person has difficulty locating a baptismal record later in life.

4.2.7 Notification of Church of Baptism Notification of the church of baptism about the fact of confirmation should be made as soon as

possible by the pastor of the place where the record of confirmation is retained. This notification

is to include the name of the recipient and the date of baptism, as well as the place and date of

confirmation. The names of the minister, parents, and sponsor are not required. When a person

previously baptized in another Christian communion is received into full communion and con-

firmed, the non-Catholic church of baptism is not notified. Notification documents should in-

clude a “turnaround” document to verify notations have been recorded.

- 26 -

5. Marriage Register

5.1 Applicable Canons Can. 1121 §1. After a marriage has been celebrated, the pastor of the place of the celebration or the person who takes his place, even if neither assisted at the marriage, is to note as soon as possible in the marriage register the names of the spouses, the person who assisted, and the witnesses, and the place and date of the celebration of the marriage according to the method prescribed by the conference of bishops or the diocesan bishop. Can. 1122 §1. The contracted marriage is to be noted also in the baptismal registers in which the baptism of the spouses has been recorded. §2. If a spouse did not contract marriage in the parish in which the person was baptized, the pastor of the place of the celebration is to send notice of the marriage which has been entered into as soon as possible to the pastor of the place of the conferral of baptism. Can. 1123 Whenever a marriage is either convalidated in the external forum, declared null, or legitimately dissolved other than by death, the pastor of the place of the celebration of the marriage must be informed so that a notation is properly made in the marriage and baptismal registers. Can. 1685 As soon as the sentence is executed, the judicial vicar must notify the local ordinary of the place in which the marriage was celebrated. The local ordinary must take care that the declaration of the nullity of the marriage and any possible prohibitions are noted as soon as possible in the marriage and baptismal registers.

5.2 Entries For weddings celebrated with recognition by the Catholic Church, the following information is to

be entered into the Marriage Register (can. 1122-1123):

the legal names of the groom;


middle if any, and maiden name) of the groom;

the legal names of the bride (Always use the maiden name of a woman, even if a second mar-

riage);


middle if any, and maiden name) of the bride;

the date and place of baptism of each party;

the date and place (actual church and town) of the wedding;

the names of the witnesses;

the name of the priest/deacon/minister asking for and receiving the couple’s vows;

notation of any permissions, dispensations and delegations obtained for the valid celebration

of the wedding (including protocol number if existing).

5.2.1 Source of Data The informational facts in the prenuptial file are the source for the Marriage Register. The mar-

ginal notation column is for the purpose of noting any permission or dispensation and other sig-

nificant factors (for instance, delegation for the minister or sanation).

- 27 -

The pastor is responsible for seeing that the necessary information is recorded in the parish

where the marriage was celebrated. The premarital file ordinarily contains all the necessary in-

formation. However, the celebrant should be alert to any last minute changes or corrections to

the information contained in the premarital file.

5.2.2 Marriage Outside Parish Church When a marriage is celebrated in a location other than a parish church (e.g. a chapel), the proper

parish for the marriage record is the territorial church in which that location stands. The only

exception is with a dispensation from the canonical form of Catholic marriage. In that situation,

the proper parish for the marriage record is the parish which prepared the couple for marriage

from which the necessary dispensation was requested. This is normally the parish of the Catho-

lic party.

5.2.3 Convalidation When a marriage is convalidated, the data concerning the convalidation is to be placed in the

usual columns. The date, place, and official of the original ceremony are to be noted in the

“Notations” column.

5.2.4 Sanation When a marriage is validated by radical sanation, the data concerning the original ceremony is to

be placed in the usual columns. The date, diocese, and protocol number of the sanation are to be

noted in the “Notations” column.

5.2.5 Previous Civil Marriage

Marriages of persons who are baptized or received into full communion in the Catholic Church

are not to be recorded in the Marriage Register unless the marriage was invalid and now is being

convalidated or sanated. A notation concerning the marriage is to be placed in the person's bap-

tismal record, in the “Notations” column.

5.2.6 Notation of Dispensations and Annulments When a dispensation is granted prior to marriage, or an annulment is granted after marriage, the

date, diocese, and protocol number, along with the type of dispensation (e.g., "Dispensation from

Disparity of Worship") or the word “Annulment” (with the diocese granting and protocol num-

ber), are to be noted in the “Notations” column (See can. 1081). Any special recording direc-

tions contained in the dispensation or annulment document are to be followed.

5.2.7 Notification of Church of Baptism When the marriage of a Catholic is celebrated, convalidated, or sanated, the pastor of the parish

where the record of marriage is retained must notify the church of baptism as soon as possible.

This notification is to include the names of the spouses and the date and place of the wedding,

convalidation, or sanation; the names of the official and witnesses are not required. Diocesan

marriage notification forms are part of the Form 1 packet available from the Chancery.

5.3 Premarital Files

5.3.1 Contents Each parish is required to maintain a file of the papers collected during the period of marriage

preparation. The file typically will include prenuptial forms, questionnaires, correspondence,

notes, baptismal documentation, and dispensation documents. Though it is not required, a copy

of the civil license may be retained in this file.

- 28 -

5.3.2 Location Ordinarily, the premarital file for each couple should be retained by the parish where the mar-

riage is recorded in the Marriage Register.

5.3.3 Filing The file for each couple is to be kept in its own envelope or folder, clearly marked with the par-

ties’ names and the date of the marriage. The files should be arranged in alphabetical or chrono-

logical order and kept together in a locked file cabinet or safe.

5.3.4 Retention The premarital files are to be retained in hard copy for 60 years or until both parties have died.

Expired files are to be destroyed by shredding or burning.

5.3.5 Transmission of File If a legitimate request for a copy of the file is made by an ecclesiastical tribunal, or if the Chan-

cellor has authorized the surrender of the file to civil authority, a copy of the file should be sent.

The original file should remain in the parish's archive, and a memorandum placed in the file re-

garding the transmission of the copy of the file, including date and to whom the copy was sent.

If the copy of the original file is later returned, it must be destroyed by shredding or burning.

- 29 -

6. Death Register

6.1 Applicable Canon Can. 1182 When the burial has been completed, a record is to be made in the register of deaths according to the norm of particular law.

6.2 Entries For deaths where the funeral is celebrated in the parish or in the parish boundaries, or when par-

ish clergy celebrate a parish-related funeral outside the parish, the following information is to be

entered into the Death Register (can. 1182):

the legal and Christian names of the person;

the residential address of the deceased person;

the date and place of death;

the church and date of burial.

6.2.1 Source of Data The data needed for the Death Register is ordinarily provided by the funeral director.

6.2.2 Cremation When the body has been cremated, no reference to the date or place of cremation is made in the

Death Register. However, the fact of cremation should be noted as well as the date and place

where the ashes were interred.

6.2.3 Notification of Church of Baptism No notice of death needs to be sent to the church of baptism.

6.2.4 Non-Catholic Burial If a priest or deacon is called upon to preside at a non-Catholic burial, an entry can be made in

the Death Register together with a notation concerning the religion of the deceased and the ser-

vices that were provided.

6.2.5 Burial Permits Burial permit books do not satisfy the conditions of a permanent Death Register.

6.2.6 Cemetery Records For those parishes with cemeteries, there are applicable civil laws. For advice regarding civil

laws, contact the diocesan Catholic Cemeteries Office.

- 30 -

- 31 -

7. S

am

ple

Pag

es

7.1

Sam

ple

Ba

pti

sm R

egis

ter

En

trie

s

7.1

.1 S

tan

da

rd E

ntr

ies

Nam

e o

f P

erso

n

Bap

tize

d

Pla

ce &

Dat

e o

f B

irth

D

ate

of

Bap

tism

Fa

ther

’s

Nam

e/M

oth

er’s

M

aid

en N

ame

Spo

nso

rs

Off

icia

tin

g C

lerg

y D

ate

of

Co

nfi

r-m

atio

n

Rec

ord

of

Mar

riag

e, O

rdin

atio

n, &

R

emar

ks

JOH

NS

ON

Jam

es M

ich

ael

Co

lum

bu

s, O

H

Jun

e 13

, 1

95

9

July

6,

19

59

Ro

ber

t F

. Jo

hn

son

Mel

ind

a F

. N

eils

on

Th

om

as

Joh

nso

n

La

ura

Jo

hn

son

Rev

. M

art

in

Sta

mfo

rd

Ma

y 1

4,

19

72

St.

Ma

ry

Co

ls.

Ma

rrie

d J

oa

nn

e H

igg

ins,

Au

gu

st 1

4,

19

86

, S

t. M

ich

ael

, W

ort

hin

gto

n

WA

TT

ER

S

Ma

ria

Den

ise

Den

ver,

CO

Jan

. 29

, 19

88

Sep

. 18

,

19

90

Da

vid

K.

Wa

tters

Ka

ther

ine

G.

Ph

ela

n

Fre

der

ick

Pa

rks

Ma

rtin

a L

ynch

Dcn

. G

reg

ory

Lee

Feb

. 2

3,

20

01

St.

Hel

en

Da

yto

n

Ma

rrie

d R

am

on

Mo

ren

o,

Oct

ob

er

22

, 20

14

, H

oly

Sp

irit

, F

arg

o, N

D

7.1

.2 C

on

dit

ion

al

Ba

pti

sm

Nam

e o

f P

erso

n

Bap

tize

d

Pla

ce &

Dat

e o

f B

irth

D

ate

of

Bap

tism

Fa

ther

’s

Nam

e/M

oth

er’s

M

aid

en N

ame

Spo

nso

rs

Off

icia

tin

g C

lerg

y D

ate

of

Co

nfi

r-m

atio

n

Rec

ord

of

Mar

riag

e, O

rdin

atio

n, &

R

emar

ks

JOH

NS

ON

Jam

es M

ich

ael

Co

lum

bu

s, O

H

Jun

e 13

, 1

95

9

July

6,

19

59

Ro

ber

t F

. Jo

hn

son

Mel

ind

a F

. N

eils

on

Th

om

as

Joh

nso

n

La

ura

Jo

hn

son

Rev

. M

art

in

Sta

mfo

rd

Ma

y 1

4,

19

72

St.

Ma

ry

Co

ls.

Ba

pti

zed

co

nd

itio

na

lly

- 32 -

7.1

.3 U

nm

arr

ied

Pa

ren

ts –

No

fa

ther

no

ted

N

ame

of

Per

son

B

apti

zed

P

lace

& D

ate

of

Bir

th

Dat

e o

f B

apti

sm

Fath

er’s

N

ame/

Mo

ther

’s

Mai

den

Nam

e

Spo

nso

rs

Off

icia

tin

g C

lerg

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ate

of

Co

nfi

r-m

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Rec

ord

of

Mar

riag

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rdin

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n, &

R

emar

ks

PH

EL

AN

Ma

ria

Den

ise

Den

ver,

CO

Jan

. 29

, 19

88

Sep

. 18

,

19

90

- Ka

ther

ine

G.

Ph

ela

n

Fre

der

ick

Pa

rks

Ma

rtin

a L

ynch

Dcn

. G

reg

ory

Lee

Feb

. 2

3,

20

01

St.

Hel

en

Da

yto

n

Ma

rrie

d R

am

on

Mo

ren

o,

Oct

ob

er

22

, 20

14

, H

oly

Sp

irit

, F

arg

o, N

D

7.1

.4 U

nm

arr

ied

Pa

ren

ts –

Fa

ther

att

este

d a

nd

no

ted

N

ame

of

Per

son

B

apti

zed

P

lace

& D

ate

of

Bir

th

Dat

e o

f B

apti

sm

Fath

er’s

N

ame/

Mo

ther

’s

Mai

den

Nam

e

Spo

nso

rs

Off

icia

tin

g C

lerg

y D

ate

of

Co

nfi

r-m

atio

n

Rec

ord

of

Mar

riag

e, O

rdin

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n, &

R

emar

ks

JOH

NS

ON

Jam

es M

ich

ael

Co

lum

bu

s, O

H

Jun

e 13

, 1

95

9

July

6,

19

59

Ro

ber

t F

. Jo

hn

son

Mel

ind

a F

. N

eils

on

Th

om

as

Nei

lso

n

La

ura

Nei

lso

n

Rev

. M

art

in

Sta

mfo

rd

Ma

y 1

4,

19

72

St.

Ma

ry

Co

ls.

CO

NF

IDE

NT

IAL

– D

o n

ot

incl

ud

e

on

cer

t.:

pa

ren

ts u

nm

arr

ied

, fa

ther

att

este

d t

o p

ate

rnit

y a

nd

ask

ed f

or

na

me

on

rec

ord

.

7.1

.5 C

hri

stia

n W

itn

ess

Nam

e o

f P

erso

n

Bap

tize

d

Pla

ce &

Dat

e o

f B

irth

D

ate

of

Bap

tism

Fa

ther

’s

Nam

e/M

oth

er’s

M

aid

en N

ame

Spo

nso

rs

Off

icia

tin

g C

lerg

y D

ate

of

Co

nfi

r-m

atio

n

Rec

ord

of

Mar

riag

e, O

rdin

atio

n, &

R

emar

ks

WA

TT

ER

S

Ma

ria

Den

ise

Den

ver,

CO

Jan

. 29

, 19

88

Sep

. 18

,

19

90

Da

vid

K.

Wa

tters

Ka

ther

ine

G.

Ph

ela

n

Ma

rtin

a L

ynch

Fre

der

ick

Pa

rks

(Ch

rist

ian

wit

ness

)

Dcn

. G

reg

ory

Lee

Feb

. 2

3,

20

01

St.

Hel

en

Da

yto

n

Ma

rrie

d R

am

on

Mo

ren

o,

Oct

ob

er

22

, 20

14

, H

oly

Sp

irit

, F

arg

o,

ND

- 33 -

7.1

.6 P

rox

y G

od

pa

ren

t N

ame

of

Per

son

B

apti

zed

P

lace

& D

ate

of

Bir

th

Dat

e o

f B

apti

sm

Fath

er’s

N

ame/

Mo

ther

’s

Mai

den

Nam

e

Spo

nso

rs

Off

icia

tin

g C

lerg

y D

ate

of

Co

nfi

r-m

atio

n

Rec

ord

of

Mar

riag

e, O

rdin

atio

n, &

R

emar

ks

JOH

NS

ON

Jam

es M

ich

ael

Co

lum

bu

s, O

H

Jun

e 13

, 1

95

9

July

6,

19

59

Ro

ber

t F

. Jo

hn

son

Mel

ind

a F

. N

eils

on

Th

om

as

Joh

nso

n

La

ura

Jo

hn

son

(Ma

ry J

an

e P

ark

er

as

pro

xy)

Rev

. M

art

in

Sta

mfo

rd

Ma

y 1

4,

19

72

St.

Ma

ry

Co

ls.

Ma

rrie

d J

oa

nn

e H

igg

ins,

Au

gu

st 1

4,

19

86

, S

t. M

ich

ael

, W

ort

hin

gto

n

7.1

.7 B

rin

gin

g B

ap

tize

d C

hil

d i

nto

th

e C

hu

rch

N

ame

of

Per

son

B

apti

zed

P

lace

& D

ate

of

Bir

th

Dat

e o

f B

apti

sm

Fath

er’s

N

ame/

Mo

ther

’s

Mai

den

Nam

e

Spo

nso

rs

Off

icia

tin

g C

lerg

y D

ate

of

Co

nfi

r-m

atio

n

Rec

ord

of

Mar

riag

e, O

rdin

atio

n, &

R

emar

ks

WA

TT

ER

S

Ma

ria

Den

ise

Den

ver,

CO

Jan

. 29

, 19

88

No

v. 4

,

19

90

Da

vid

K.

Wa

tters

Ka

ther

ine

G.

Ph

ela

n

Fre

der

ick

Pa

rks

Ma

rtin

a L

ynch

Dcn

. G

reg

ory

Lee

Feb

. 2

3,

20

01

St.

Hel

en

Da

yto

n

Rit

es f

urn

ish

ed f

or

chil

d b

ap

tize

d

Sep

. 18

, 19

90

by

gra

nd

mo

ther

at

ho

me,

Bou

lder

, C

O,

per

gra

nd

mo

ther

’s t

esti

mo

ny

Oct

. 1

7,

19

90

7.1

.8 B

ap

tism

of

an

Un

ba

pti

zed

Ad

ult

N

ame

of

Per

son

B

apti

zed

P

lace

& D

ate

of

Bir

th

Dat

e o

f B

apti

sm

Fath

er’s

N

ame/

Mo

ther

’s

Mai

den

Nam

e

Spo

nso

rs

Off

icia

tin

g C

lerg

y D

ate

of

Co

nfi

r-m

atio

n

Rec

ord

of

Mar

riag

e, O

rdin

atio

n, &

R

emar

ks

JOH

NS

ON

Jam

es M

ich

ael

Co

lum

bu

s, O

H

Jun

e 13

, 1

95

9

Ap

ril

6,

19

95

Ro

ber

t F

. Jo

hn

son

Mel

ind

a F

. N

eils

on

Joa

nn

e H

igg

ins

-

Rev

. M

art

in

Sta

mfo

rd

July

6,

19

95

Ma

rrie

d J

oa

nn

e H

igg

ins,

Au

gu

st 1

4,

19

86

, S

t. M

ich

ael

, W

ort

hin

gto

n.

Ba

pti

zed

, co

nfi

rmed

, an

d r

ecei

ved

Fir

st C

om

mu

nio

n A

pri

l 6

, 1

995

.

- 34 -

7.1

.9 R

ecep

tio

n i

nto

Fu

ll C

om

mu

nio

n

Nam

e o

f P

erso

n

Bap

tize

d

Pla

ce &

Dat

e o

f B

irth

D

ate

of

Bap

tism

Fa

ther

’s

Nam

e/M

oth

er’s

M

aid

en N

ame

Spo

nso

rs

Off

icia

tin

g C

lerg

y D

ate

of

Co

nfi

r-m

atio

n

Rec

ord

of

Mar

riag

e, O

rdin

atio

n, &

R

emar

ks

WA

TT

ER

S

Ma

ria

Den

ise

Den

ver,

CO

Jan

. 29

, 19

88

Pro

fes-

sio

n o

f

Fa

ith

Ap

ril

14

,

20

15

Da

vid

K.

Wa

tters

Ka

ther

ine

G.

Ph

ela

n

Ma

rtin

a L

ynch

-

Rev

. M

art

in

Sta

mfo

rd

Ap

ril

14

,

20

15

Rec

eive

d i

nto

Fu

ll C

om

mu

nio

n,

Ap

ril

14

, 2

01

5;

bap

tize

d S

ep. 1

8,

19

90

, F

irst

Ba

pti

st,

Bo

uld

er, C

o.;

Ma

rrie

d R

am

on

Mo

ren

o,

Oct

ob

er

22

, 20

14

, H

oly

Sp

irit

, F

arg

o, N

D

7.1

.10

Asc

rip

tio

n t

o E

ast

ern

Ca

tho

lic

Ch

urc

h

Nam

e o

f P

erso

n

Bap

tize

d

Pla

ce &

Dat

e o

f B

irth

D

ate

of

Bap

tism

Fa

ther

’s

Nam

e/M

oth

er’s

M

aid

en N

ame

Spo

nso

rs

Off

icia

tin

g C

lerg

y D

ate

of

Co

nfi

r-m

atio

n

Rec

ord

of

Mar

riag

e, O

rdin

atio

n, &

R

emar

ks

FA

SS

OU

D

Jam

es M

ich

ael

Co

lum

bu

s, O

H

Jun

e 13

, 1

95

9

July

6,

19

59

Ro

ber

t F

. F

ass

ou

d

(Ma

ron

ite)

Mel

ind

a F

. N

eils

on

Th

om

as

Joh

nso

n

La

ura

Jo

hn

son

Rev

. M

art

in

Sta

mfo

rd

Ma

y 1

4,

19

72

St.

Jo

hn

Ch

rys.

Co

ls.

Asc

rib

ed a

s M

aro

nit

e C

ath

oli

c.

7.1

.11

Tes

tim

on

y o

f W

itn

ess

Ver

ify

ing

Rec

epti

on

of

Sa

cra

men

t N

ame

of

Per

son

B

apti

zed

P

lace

& D

ate

of

Bir

th

Dat

e o

f B

apti

sm

Fath

er’s

N

ame/

Mo

ther

’s

Mai

den

Nam

e

Spo

nso

rs

Off

icia

tin

g C

lerg

y D

ate

of

Co

nfi

r-m

atio

n

Rec

ord

of

Mar

riag

e, O

rdin

atio

n, &

R

emar

ks

WA

TT

ER

S

Ma

ria

Den

ise

Den

ver,

CO

Jan

. 29

, 19

88

No

v. 4

,

19

90

Da

vid

K.

Wa

tters

Ka

ther

ine

G.

Ph

ela

n

Fre

der

ick

Pa

rks

Ma

rtin

a L

ynch

Dcn

. G

reg

ory

Lee

Feb

. 2

3,

20

01

St.

Hel

en

Da

yto

n

Co

nfi

rmed

Feb

. 2

3, 2

001

at

St.

Ma

ry,

Ho

ust

on

, T

X,

att

este

d t

o b

y

mo

ther

an

d s

iste

r.

- 35 -

7.1

.12

No

tati

on

of

Ord

ina

tio

n t

o P

ries

tho

od

N

ame

of

Per

son

B

apti

zed

P

lace

& D

ate

of

Bir

th

Dat

e o

f B

apti

sm

Fath

er’s

N

ame/

Mo

ther

’s

Mai

den

Nam

e

Spo

nso

rs

Off

icia

tin

g C

lerg

y D

ate

of

Co

nfi

r-m

atio

n

Rec

ord

of

Mar

riag

e, O

rdin

atio

n, &

R

emar

ks

JOH

NS

ON

Jam

es M

ich

ael

Co

lum

bu

s, O

H

Jun

e 13

, 1

95

9

July

6,

19

59

Ro

ber

t F

. Jo

hn

son

Mel

ind

a F

. N

eils

on

Th

om

as

Joh

nso

n

La

ura

Jo

hn

son

Rev

. M

art

in

Sta

mfo

rd

Ma

y 1

4,

19

72

St.

Ma

ry

Co

ls.

Ord

ain

ed T

ran

siti

on

al

Dea

con

Ma

y

30

, 19

85

, S

t. J

ose

ph

Ca

thed

ral.

Ord

ain

ed P

ries

t Ju

ne

7, 1

986

, S

t.

Jose

ph

Ca

thed

ral.

7.1

.13

No

tati

on

of

Ord

ina

tio

n t

o P

erm

an

ent

Dia

con

ate

N

ame

of

Per

son

B

apti

zed

P

lace

& D

ate

of

Bir

th

Dat

e o

f B

apti

sm

Fath

er’s

N

ame/

Mo

ther

’s

Mai

den

Nam

e

Spo

nso

rs

Off

icia

tin

g C

lerg

y D

ate

of

Co

nfi

r-m

atio

n

Rec

ord

of

Mar

riag

e, O

rdin

atio

n, &

R

emar

ks

JOH

NS

ON

Jam

es M

ich

ael

Co

lum

bu

s, O

H

Jun

e 13

, 1

95

9

July

6,

19

59

Ro

ber

t F

. Jo

hn

son

Mel

ind

a F

. N

eils

on

Th

om

as

Joh

nso

n

La

ura

Jo

hn

son

Rev

. M

art

in

Sta

mfo

rd

Ma

y 1

4,

19

72

St.

Ma

ry

Co

ls.

Ma

rrie

d J

oa

nn

e H

igg

ins,

Au

gu

st 1

4,

19

86

, S

t. M

ich

ael

, W

ort

hin

gto

n.

Ord

ain

ed P

erm

an

ent

Dea

con

Jan

ua

ry 2

9,

20

05,

St.

Jo

sep

h

Ca

thed

ral.

7.1

.14

No

tati

on

of

Per

pet

ua

l V

ow

s N

ame

of

Per

son

B

apti

zed

P

lace

& D

ate

of

Bir

th

Dat

e o

f B

apti

sm

Fath

er’s

N

ame/

Mo

ther

’s

Mai

den

Nam

e

Spo

nso

rs

Off

icia

tin

g C

lerg

y D

ate

of

Co

nfi

r-m

atio

n

Rec

ord

of

Mar

riag

e, O

rdin

atio

n, &

R

emar

ks

JOH

NS

ON

Jam

es M

ich

ael

Co

lum

bu

s, O

H

Jun

e 13

, 1

95

9

July

6,

19

59

Ro

ber

t F

. Jo

hn

son

Mel

ind

a F

. N

eils

on

Th

om

as

Joh

nso

n

La

ura

Jo

hn

son

Rev

. M

art

in

Sta

mfo

rd

Ma

y 1

4,

19

72

St.

Ma

ry

Co

ls.

Per

pet

ua

l vo

ws,

Ma

y 2

1, 1

987,

Ord

er o

f S

t. B

ened

ict,

St.

Vin

cen

t

Arc

ha

bb

ey,

La

tro

be,

PA

WA

TT

ER

S

Ma

ria

Den

ise

Den

ver,

CO

Jan

. 29

, 19

88

Sep

. 18

,

19

90

Da

vid

K.

Wa

tters

Ka

ther

ine

G.

Ph

ela

n

Fre

der

ick

Pa

rks

Ma

rtin

a L

ynch

Dcn

. G

reg

ory

Lee

Feb

. 2

3,

20

01

St.

Hel

en

Da

yto

n

Per

pet

ua

l vo

ws,

No

vem

ber

17

,

20

12

, D

om

inic

an

Sis

ters

of

Pea

ce,

Co

lum

bu

s, O

H

- 36 -

7.1

.15

No

tati

on

of

Pla

ce o

f M

arr

iag

e a

nd

Sit

e o

f R

eco

rd i

f D

iffe

ren

t N

ame

of

Per

son

B

apti

zed

P

lace

& D

ate

of

Bir

th

Dat

e o

f B

apti

sm

Fath

er’s

N

ame/

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ther

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Mai

den

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e

Spo

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rs

Off

icia

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g C

lerg

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ate

of

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atio

n

Rec

ord

of

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e, O

rdin

atio

n, &

R

emar

ks

JOH

NS

ON

Jam

es M

ich

ael

Co

lum

bu

s, O

H

Jun

e 13

, 1

95

9

July

6,

19

59

Ro

ber

t F

. Jo

hn

son

Mel

ind

a F

. N

eils

on

Th

om

as

Joh

nso

n

La

ura

Jo

hn

son

Rev

. M

art

in

Sta

mfo

rd

Ma

y 1

4,

19

72

St.

Ma

ry

Co

ls.

Ma

rrie

d J

oa

nn

e H

igg

ins,

Au

gu

st 1

4,

19

86

, a

t O

hio

Do

min

ica

n C

hap

el,

Co

lum

bu

s, r

eco

rds

at

St

Th

om

as,

Co

lum

bu

s.

7.1

.16

No

tati

on

of

Dec

lara

tio

n o

f N

ull

ity

Nam

e o

f P

erso

n

Bap

tize

d

Pla

ce &

Dat

e o

f B

irth

D

ate

of

Bap

tism

Fa

ther

’s

Nam

e/M

oth

er’s

M

aid

en N

ame

Spo

nso

rs

Off

icia

tin

g C

lerg

y D

ate

of

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nfi

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atio

n

Rec

ord

of

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riag

e, O

rdin

atio

n, &

R

emar

ks

JOH

NS

ON

Jam

es M

ich

ael

Co

lum

bu

s, O

H

Jun

e 13

, 1

95

9

July

6,

19

59

Ro

ber

t F

. Jo

hn

son

Mel

ind

a F

. N

eils

on

Th

om

as

Joh

nso

n

La

ura

Jo

hn

son

Rev

. M

art

in

Sta

mfo

rd

Ma

y 1

4,

19

72

St.

Ma

ry

Co

ls.

Ma

rrie

d J

oa

nn

e H

igg

ins,

Au

gu

st 1

4,

19

86

, S

t. M

ich

ael

, W

ort

hin

gto

n.

Dec

l. o

f N

ull

ity,

Co

lum

bu

s p

roto

col

no

. 13

9-0

5,

Ma

r. 3

, 20

05

.

7.1

.17

No

tati

on

of

Ma

rria

ge

Aft

er A

nn

ulm

ent

Nam

e o

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erso

n

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tize

d

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ce &

Dat

e o

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irth

D

ate

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tism

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ther

’s

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e/M

oth

er’s

M

aid

en N

ame

Spo

nso

rs

Off

icia

tin

g C

lerg

y D

ate

of

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nfi

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atio

n

Rec

ord

of

Mar

riag

e, O

rdin

atio

n, &

R

emar

ks

JOH

NS

ON

Jam

es M

ich

ael

Co

lum

bu

s, O

H

Jun

e 13

, 1

95

9

July

6,

19

59

Ro

ber

t F

. Jo

hn

son

Mel

ind

a F

. N

eils

on

Th

om

as

Joh

nso

n

La

ura

Jo

hn

son

Rev

. M

art

in

Sta

mfo

rd

Ma

y 1

4,

19

72

St.

Ma

ry

Co

ls.

Ma

rrie

d J

oa

nn

e H

igg

ins,

Au

gu

st 1

4,

19

86

, S

t. M

ich

ael

, W

ort

hin

gto

n.

Dec

l. o

f N

ull

ity,

Co

lum

bu

s p

roto

col

no

. 13

9-0

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Ma

r. 3

, 20

05

.

Ma

rrie

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ary

Ja

ne

Pa

rker

, D

ec.

16

, 20

09

, S

t. J

oa

n o

f A

rc,

Po

wel

l.

- 37 -

7.1

.18

Min

or

Ch

an

ge

– N

am

e C

orr

ect

ion

N

ame

of

Per

son

B

apti

zed

P

lace

& D

ate

of

Bir

th

Dat

e o

f B

apti

sm

Fath

er’s

N

ame/

Mo

ther

’s

Mai

den

Nam

e

Spo

nso

rs

Off

icia

tin

g C

lerg

y D

ate

of

Co

nfi

r-m

atio

n

Rec

ord

of

Mar

riag

e, O

rdin

atio

n, &

R

emar

ks

WA

TT

ER

S

Ma

ria

Den

ise

Den

ver,

CO

Jan

. 29

, 19

88

Sep

. 18

,

19

90

Da

vid

K.

Wa

tters

Kel

ley

Ka

ther

ine

G.

Ph

ela

n

Fre

der

ick

Pa

rks

Ma

rtin

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Dcn

. G

reg

ory

Lee

Feb

. 2

3,

20

01

St.

Hel

en

Da

yto

n

Ma

rrie

d R

am

on

Mo

ren

o,

Oct

ob

er

22

, 20

14

, H

oly

Sp

irit

, F

arg

o, N

D

7.1

.19

Ma

jor

Ch

an

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ina

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n o

f O

rig

inal

En

try

- A

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on

N

ame

of

Per

son

B

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P

lace

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ate

of

Bir

th

Dat

e o

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ther

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Mai

den

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e

Spo

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Off

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g C

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ate

of

Co

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of

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e, O

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n, &

R

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ks

WA

TT

ER

S

Ma

ria

Den

ise

Den

ver,

CO

Jan

. 29

, 19

88

Feb

. 1

8,

19

90

Da

vid

K.

Wa

tters

Ka

ther

ine

G.

Ph

ela

n

Fre

der

ick

Pa

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rtin

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Dcn

. G

reg

ory

Lee

D

O N

OT

IS

SU

E C

ER

TIF

ICA

TE

FR

OM

TH

IS R

EC

OR

D –

SE

E

SM

ITH

, P

AG

E 3

1

Ad

op

ted

an

d n

am

e ch

ang

ed F

eb.

22

, 19

93

, G

reel

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O,

Ca

se #

00

1-

00

1

7.1

.20

Ma

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al

En

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do

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N

ame

of

Per

son

B

apti

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P

lace

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ate

of

Bir

th

Dat

e o

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sm

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ther

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ks

SM

ITH

Ma

ria

Den

ise

Den

ver,

CO

Jan

. 29

, 19

88

Feb

. 1

8,

19

90

Ken

net

h F

. S

mit

h

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Feb

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reco

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Sm

ith

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pa

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20

.

- 38 -

7.1

.21

Ad

dit

ion

al

Sp

ace

Req

uir

ed f

or

No

tati

on

s N

ame

of

Per

son

B

apti

zed

P

lace

& D

ate

of

Bir

th

Dat

e o

f B

apti

sm

Fath

er’s

N

ame/

Mo

ther

’s

Mai

den

Nam

e

Spo

nso

rs

Off

icia

tin

g C

lerg

y D

ate

of

Co

nfi

r-m

atio

n

Rec

ord

of

Mar

riag

e, O

rdin

atio

n, &

R

emar

ks

JOH

NS

ON

Jam

es M

ich

ael

Co

lum

bu

s, O

H

Jun

e 13

, 1

95

9

July

6,

19

59

Ro

ber

t F

. Jo

hn

son

Mel

ind

a F

. N

eils

on

Th

om

as

Joh

nso

n

La

ura

Jo

hn

son

Rev

. M

art

in

Sta

mfo

rd

Ma

y 1

4,

19

72

St.

Ma

ry

Co

ls.

Co

nfi

rmed

Ma

y 1

4,

197

2, S

t.

Mic

ha

el,

Wo

rth

ing

ton

.

Ord

ain

ed T

ran

siti

on

al

Dea

con

Ma

y

30

, 19

85

, S

t. J

ose

ph

Ca

thed

ral.

(see

JO

HN

SO

N,

pg

. 3

1)

Nam

e o

f P

erso

n

Bap

tize

d

Pla

ce &

Dat

e o

f B

irth

D

ate

of

Bap

tism

Fa

ther

’s

Nam

e/M

oth

er’s

M

aid

en N

ame

Spo

nso

rs

Off

icia

tin

g C

lerg

y D

ate

of

Co

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n

Rec

ord

of

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n, &

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ks

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NS

ON

Jam

es M

ich

ael

CO

NT

INU

ED

FR

OM

PA

GE

20

Ord

ain

ed P

ries

t Ju

ne

7, 1

986

, S

t.

Jose

ph

Ca

thed

ral.

7.1

.22

Cre

ati

ng

a M

issi

ng

Rec

ord

N

ame

of

Per

son

B

apti

zed

P

lace

& D

ate

of

Bir

th

Dat

e o

f B

apti

sm

Fath

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N

ame/

Mo

ther

’s

Mai

den

Nam

e

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g C

lerg

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ate

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n

Rec

ord

of

Mar

riag

e, O

rdin

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n, &

R

emar

ks

WA

TT

ER

S

Ma

ria

Den

ise

Den

ver,

CO

Jan

. 29

, 19

88

Sep

. 18

,

19

90

Da

vid

K.

Wa

tters

Ka

ther

ine

G.

Ph

ela

n

Fre

der

ick

Pa

rks

Ma

rtin

a L

ynch

Dcn

. G

reg

ory

Lee

Feb

. 2

3,

20

01

St.

Hel

en

Da

yto

n

Cre

ati

on

of

a m

issi

ng

ba

pti

sma

l

reco

rd b

ase

d o

n t

he

test

imo

ny

of

Ka

ther

ine

Ph

ela

n N

ove

mb

er 3

,

20

00

.

- 39 -

7.2

Sa

mp

le C

on

firm

ati

on

Reg

iste

r E

ntr

y

Dat

e: F

ebru

ary

23

, 2

00

1

Ad

min

iste

red

By:

Bis

ho

p J

ose

ph

R.

Joh

nso

n

Nam

e in

fu

ll C

on

firm

atio

n n

ame

B

apti

zed

D

ate-

Ch

urc

h-P

lace

Fa

ther

’s

Nam

e/M

oth

er’s

M

aid

en N

ame

Spo

nso

r

WA

TT

ER

S

Ma

ria

Den

ise

Sep

. 18

, 19

90

, S

t.

Th

om

as

Mo

re

Un

iver

sity

Pa

rish

,

Bo

uld

er,

CO

Da

vid

K.

Wa

tters

Ka

ther

ine

G.

Ph

ela

n

Ma

rga

ret

Sm

ith

7.3

Sa

mp

le M

arr

iag

e R

egis

ter

En

trie

s

7.3

.1 S

tan

da

rd E

ntr

y

Co

ntr

acti

ng

Par

ties

R

esid

ence

P

lace

an

d

Dat

e o

f M

arri

age

Pla

ce a

nd

Dat

e o

f B

apti

sm

Par

ents

W

itn

esse

s O

ffic

iati

ng

Cle

ric

Dis

pen

sati

on

s R

emar

ks

JOH

NS

ON

, Ja

mes

M.

12

3 S

un

ny

Pla

ce,

Co

lum

bu

s, O

H

Ho

ly S

pir

it

Ch

urc

h

July

6,

19

59,

St.

Joh

n,

Co

lum

bu

s,

OH

Ro

ber

t F

. Jo

hn

son

Mel

ind

a F

. N

eils

on

Joh

n T

. H

all

R

ev.

Ma

rtin

Sta

mfo

rd

Mix

ed R

elig

ion

131

/86

HIG

GIN

S,

Joa

nn

e T

. 1

99

1st A

ve.,

West

ervi

lle,

OH

Au

g.

14

,

19

86

Dec

emb

er 3

, 1

963

,

Fir

st M

eth

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lum

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s

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lia

m G

. H

igg

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mel

a L

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avi

s

Na

din

e J.

Nel

son

H

igg

ins

- D

ecla

rati

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of

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rib

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al

256

/84

7.3

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arr

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Pa

rish

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Co

ntr

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Par

ties

R

esid

ence

P

lace

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d

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ce a

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ce,

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H

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st

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dis

t,

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lum

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July

6,

19

59,

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Joh

n,

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lum

bu

s,

OH

Ro

ber

t F

. Jo

hn

son

Mel

ind

a F

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eils

on

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n T

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all

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ast

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ith

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pen

sati

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an

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rm 1

51

/86

HIG

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S,

Joa

nn

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. 1

99

1st A

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lle,

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g.

14

,

19

86

Dec

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,

Fir

st M

eth

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lum

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mel

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- 40 -

7.3

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on

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lid

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C

on

trac

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arti

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Res

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ate

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pen

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ks

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ny

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ce,

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lum

bu

s, O

H

Ho

ly S

pir

it

Ch

urc

h

July

6,

19

59,

St.

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n,

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lum

bu

s,

OH

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ber

t F

. Jo

hn

son

Mel

ind

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eils

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n T

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all

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ev.

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rtin

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nva

lid

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rem

on

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gu

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98

6,

Pa

sto

r Ja

mes

G.

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ton

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st C

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gre

ga

tio

na

l, E

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NV

HIG

GIN

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Joa

nn

e T

.

O

ct.

15

,

19

95

Dec

emb

er 3

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,

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st M

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lum

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s

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mel

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avi

s

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din

e J.

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son

7.3

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an

ati

on

C

on

trac

tin

g P

arti

es

Res

iden

ce

Pla

ce a

nd

D

ate

of

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riag

e

Pla

ce a

nd

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e o

f B

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sm

Par

ents

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ffic

iati

ng

Cle

ric

Dis

pen

sati

on

s R

emar

ks

JOH

NS

ON

, Ja

mes

M.

12

3 S

un

ny

Pla

ce,

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lum

bu

s, O

H

5th

Str

eet

Met

ho

dis

t,

Cin

cin

na

ti

July

6,

19

59,

St.

Joh

n,

Co

lum

bu

s,

OH

Ro

ber

t F

. Jo

hn

son

Mel

ind

a F

. N

eils

on

Joh

n T

. H

all

P

ast

or

Jam

es G

.

Hel

ton

Sa

na

tion

, O

cto

ber

14

, 19

95,

Co

lum

bu

s, 2

1/9

5

HIG

GIN

S,

Joa

nn

e T

.

A

ug

. 14

,

19

86

Dec

emb

er 3

, 1

963

,

Fir

st M

eth

od

ist,

Co

lum

bu

s

Wil

lia

m G

. H

igg

ins

Pa

mel

a L

. D

avi

s

Na

din

e J.

Nel

son

7.4

Sa

mp

le D

eath

Reg

iste

r E

ntr

y

Nam

e o

f P

erso

n In

terr

ed

Age

N

ame

of

Par

ents

, Hu

sban

d o

r W

ife

D

ate

of

Dea

th

Last

Sa

cram

ents

R

ece

ived

Ad

min

iste

red

B

y C

emet

ery

Dat

e o

f In

term

ent

Off

icia

tin

g C

leri

c

WA

TT

ER

S,

Ma

ria

Den

ise

76

Hu

sba

nd

: D

avi

d K

. W

att

ers;

Pa

ren

ts F

red

eric

k &

Ka

ther

ine

Ph

ela

n

July

17

,

20

14

Yes

R

ev.

Ma

rtin

Sta

mfo

rd

St.

Jo

sep

h,

Lo

ckb

ou

rne

July

22

,

20

14

Rev

. D

avi

d J

on

es

Sacramental Records Handbook · 2.2.8 Profession of Faith Certificates 2.2.9 Celebration of Baptism...

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Transcript of Sacramental Records Handbook · 2.2.8 Profession of Faith Certificates 2.2.9 Celebration of Baptism...