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Norms for Sacramental Registers

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Norms for Sacramental Registers Norms for Mandatory Sacramental Registers Diocese of Sacramento The Tribunal 2110 Broadway, Sacramento, CA 95818 Phone: (916) 733-0225 • Fax: (916) 733-0224 [email protected] • www.scd.org/tribunal Last updated September 2018 Sacramental Registers Canon 535 requires each parish to maintain sacramental registers for baptism, confirmation, marriage, and death. Diocesan Statute 61 further requires each parish in the Diocese of Sacramento to maintain the following registers: • Baptism • Confirmation • First Communion • Catechumens [and, by implication, Book of the Elect | Reception into Full Communion] • Marriage • Sick Calls • Death Each register should note the following: “Unless otherwise noted, sacraments are administered according to the Rite of the Roman Catholic Church.” General Procedure for Recording Sacraments The general norm/procedure for recording sacraments follows this sequence: 1. Parish staff person verifies all information needed for the register, including the spelling of all names prior to the reception of the sacrament. Verifying the information from a birth certificate is recommended (particularly for baptism). 2. The sacrament is administered. 3. The information is written in the appropriate sacramental registry book by the pastor (or his delegate) “without any delay” after the sacrament is administered. If a large number of candidates are being baptized or confirmed, for example, the pastor is to make arrangements for the entries to be made “without any delay.” The practice of putting off the entries to a later date is unacceptable. 4. The sacramental certificate is filled out and given/mailed to the person/familyafter it is entered in the registry. Certificates may not be given out at the sacramental celebration. IMPORTANT: The sacramental register book is the FINAL WORD on the information regarding a sacrament. If it is not in the sacramental register book, it is considered not to have happened. (Continued on next page.) 2 Norms for Mandatory Sacramental Registers September 2018 5. Sacraments – especially baptism – administered “in periculo mortis” (in danger of death) by a family member, hospital staff or chaplain, etc. at a hospital or other institution are to be recorded in the sacramental register of the territorial parish in which the hospital or institution is located. 6. For sacraments received after baptism (first communion, confirmation, marriage, holy orders), in addition recording it in the parish’s own register, the pastor is to notify the church of baptism. The parish where the sacrament occurred sends notification to the church of baptism that a sacrament has been administered. When notifying the church of baptism of a wedding, request a return confirming that the entry has been made in the baptismal records of the Catholic parties. The return confirmation is placed in the marriage prep file. 7. Notifications from other parishes are to be recorded and sent back signed and dated by the one who recorded it in the register. 8. Photographs are not allowed as proof that a sacrament was administered. 9. When a correction is to be made, never use “white out.” To correct an entry, place a single line through the incorrect entry and write the correct information above. No correction should be made without supporting documentation. 10. Questions regarding sacramental registers should be directed to the Tribunal: (916) 733-0225 or [email protected]. Baptismal Register The baptismal register is the primary record for recording a person’s status within the Catholic Church (Canon 535.2). The baptismal register entry includes: 1. The name(s) of the child (last name followed by first and middle name) as designated by the parent(s)/adoptive parent(s); or the legal name of the adult (always include the full maiden name of a woman) 2. 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 (a child may have one father and one mother recorded) 3. The date and place of birth 4. The name(s) of the sponsor(s) and Christian witness, if applicable (Canon 877). Only one sponsor is necessary; however, if there are two, one must be male and one must be female (Canon 873). 5. The place and date of the baptism 6. The name of the minister performing the baptism September 2018 Norms for Mandatory Sacramental Registers 3 Baptismal Register – Sample Entries Standard Entries Name of Place and Place and Father Name Sponsors Officiating Notations Baptized Date of Birth Date of Mother Name Clergy Baptism (maiden) RAVEN, Chicago, IL St. James RAVEN, John TRENT, Rev. Matthias Kenneth the Greater Maxwell O’BRIEN John April 10, 1947 Chicago, IL JONES, Elizabeth HEPPLER, April 24, 1947 Louise Christian Witness Name of Place and Place and Father Name Sponsors Officiating Notations Baptized Date of Birth Date of Mother Name Clergy Baptism (maiden) WEST, Riverside, CA Holy Spirit WEST, Richard SALAZAR, Rev. Martin Savannah Riverside, CA Rogelio STOCKMAN September SALAZAR, 21, 2001 January 10, Bianca SIMPSON, 2012 Renee (Christian Witness) Conditional Baptism Name of Place and Place and Father Name Sponsors Officiating Notations Baptized Date of Birth Date of Mother Name Clergy Baptism (maiden) PICKLER, Sacramento, St. Mary PICKLER, PICKLER, Rev. David Baptized Miranda CA Sacramento, Jonathan David THOMAS conditionally CA May 15, 1990 MUELLER, RENNER, June 5, 1995 Rhonda Marsha 4 Norms for Mandatory Sacramental Registers September 2018 Entries for Adopted Children per USCCB Guidelines Adopted Child (baptized after adoption finalized) Name of Place and Place and Father Name Sponsors Officiating Notations Baptized Date of Birth Date of Mother Name Clergy Baptism (maiden) WORTH, Davis, CA St. Anthony WORTH, Mark* GRANT, Rev. Stephen Adopted Sandra Sacramento, Barry BOND Marie March 18, CA WELLS, Sarah* 1988 JONES, May 22, 1993 Amy * Names of adoptive parents For children baptized after their adoption is finalized, the following information shall be entered in the register: a. the Christian name(s) of the child as designated by the adoptive parent(s) b. the name(s) of the adoptive parent(s) c. the date and place of birth d. the names of the sponsors selected by the adoptive parent(s) e. the place and date of the baptism f. the name of the minister performing the baptism g. the fact of adoption but not the names of the natural parents 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 certificate. September 2018 Norms for Mandatory Sacramental Registers 5 Adopted Child (baptism before adoption finalized) Name of Place and Place and Father Name Sponsors Officiating Notations Baptized Date of Birth Date of Mother Name Clergy Baptism (maiden) (SMITH) Live Oak, CA Holy Spirit (Jim Smith) GRANT, Rev. Stephen Adopted LEVEN Sacramento, (May Fung) Barry BOND Ryan Edward March 18, CA JONES, 1998 LEVEN, Brent Amy May 22, 1999 COST, Margaret For children baptized before their adoption is finalized, the following notations shall be added to the baptismal register, but only after the adoption has been finalized and with due regard for the civil law of the jurisdiction: a. parentheses shall be placed around the names of the natural parents; b. the name(s) of the adoptive parent(s) shall then be added; c. the child’s former surname shall also be parenthesized and the new surname added; and d. a notation shall be made that the child was legally adopted. Baptismal certificates issued by the parish for these individuals shall give only the name(s) of the adoptive parent(s), the child’s new legal surname, the date and place of baptism, and the name of the minister who conferred the sacrament. The name(s) of the sponsor(s) shall not be given, and no mention of the fact of adoption shall be made on the baptismal certificate. USCCB Guidelines Regarding Baptism of Adopted Children: http://www.usccb.org/beliefs-and-teachings/what-we-believe/canon-law/complementary-norms/ canon-877-3-recording-the-baptism-of-adopted-children.cfm 6 Norms for Mandatory Sacramental Registers September 2018 First Communion Register The Diocese prescribes the use of the First Communion register. The entry includes the following: 1. The legal and Christian names of the child 2. The date and place of baptism 3. Name of parent(s) 4. The church and date of the first Communion 5. The name of the main celebrant of the Mass A current copy (issued within six months) of the Catholic baptismal certificate is required as supporting documentation. A First Communion certificate is to be issued as soon as possible after the event is recorded in the register. Name of Date and Place of Name of Date and Place of Officiating Notations Individual Baptism Parent(s) First Communion Clergy LEVEN May 22, 1999 LEVEN, Rob June 1, 2006 Rev. Stephen Ryan Edward Sacred Heart SMITH, Ann Sacred Heart BOND Sacramento, CA Sacramento, CA September 2018 Norms for Mandatory Sacramental Registers 7 Confirmation Register Canons relevant to Confirmation registers include: 894–896. The Confirmation register entry includes: 1. The legal names of the child or adult (use maiden name of a woman) 2. Confirmation name 3. The name of the father (first, middle if any, and surname) and the name of the mother (first, middle if any, and maiden name) 4. The date and place of baptism 5. The name of the sponsor selected by the person 6. The place and date of the confirmation 7. The name of the minister performing the confirmation A recently issued (six months) copy of the baptism certificate is required as supporting documentation if the individual was baptized in another parish. A confirmation certificate is to be issued as soon as possible after the sacrament is recorded in the register.
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