Registration of Births and Deaths in Indonesia

Registering a birth with Indonesian authorities

The Civil Registry Office (Disdukcapil) is the office responsible for the issuance of official documents, including official Birth and Death Certificates and Notifications. Disdukcapil operates at the regency or city level. When obtaining services, please visit the nearest Disdukcapil office from your place of residence or domicile and ensure you have the following documents with you:

• UNHCR documents, such as UNHCR ID or UNHCR-issued Status Confirmation Letter (SCL).
• Birth Notice issued by a health facility or midwife.
  If a Birth Notice is unavailable, a form coded F-2.03, known as the Official Statement of Absolute Responsibility regarding the Truth of a Birth (Surat Pernyataan Tanggung Jawab Mutlak (SPTJM) Kebenaran Data Kelahiran), must be completed. This form is obtainable at the Disdukcapil and requires the signatures of two witnesses.
• Official Marriage Certificate.
  If an Official Marriage Certificate is unavailable, a form coded F-2.04, named the Official Statement Regarding the Truth of a Married Couple (SPTJM Kebenaran Pasangan Suami Istri), must be completed. This form is available at the Disdukcapil and requires the signatures of two witnesses.

Requesting UNHCR’s Support

If you encounter difficulties in obtaining an official Birth or Death Certificate or Notification, follow these steps:

1. Go to the KOBO Online Inquiry.
2. Choose “Yes” or “No” for whether you’re registered with UNHCR in Indonesia.
   • If you chose “Yes,” select “Birth/Death Certificate Support” in the “Please choose the topic of your inquiry” field and explain your concern.
   • If you chose “No” and want help with Birth or Death Certificates or Notifications, mention it in the “Please explain your concern in detail” field.
3. Click “Submit” when everything is filled in correctly.

Registering a birth with UNHCR

In addition to registering the birth of your child with the Indonesian government, please inform UNHCR of the birth of your baby and register the baby’s information with UNHCR by submitting a request through our available channels:

1. KOBO Online Inquiry
   • Select “Yes” for the question “Have you been registered by UNHCR?”
   • Provide your UNHCR case number and ensure that you include your active contact number.
   • Choose “Newborn Registration” as the topic of your concern.
   • Submit the request.

2. Self-Service Portal
   • Log in to your Self-Service Account and prepare your birth documentation (birth certificate or birth notification).
   • Click ‘Request to add newborn baby’ under the My Services menu.
   • Click ‘Yes’ when asked ‘Do you have birth documentation to upload?’. If you do not have a document, you will not be able to proceed.
   • Fill in the document details and click ‘Next’.
   • You can take a photo of your birth documentation with your device’s camera or upload it from your device, then click ‘Next’.
   • Submit the request.

Upon receiving your request, UNHCR will reach out to schedule a registration interview. It is crucial to be prepared for this interview and have the birth notification issued by the doctor, hospital, clinic, or midwife ready, as this document is necessary for the registration process.

If you request newborn registration via the self-service portal, you can access the appointment details in the portal under ‘My appointments’. You will also receive a notification via email and/or your preferred method with the appointment details.

Why is birth registration important?

An official Birth Certificate ensures your recognition under the law and safeguards your right to a legal identity, which should help ensure you are able to access to basic rights, including education and health care.

Birth registration and official documentation of a birth also establish a child’s age and links a child to their parents and country of nationality, affording them protection and entitlements under domestic and international law. By documenting the linkage between the child and their parents, it lays the groundwork for protecting familial relationships and facilitating reunification in cases of separation.

The absence of official birth documentation can impede access to essential services and legal protections. Without official birth documentation, children are more prone to a range of protection risks, including statelessness, trafficking, discrimination, marginalization, child labor, child marriage, illegal adoption, and sexual exploitation.

Registering a death with Indonesian authorities

While the issuance of official Death Certificates or Notifications falls under the mandate of Disdukcapil, it is uncommon for refugees and asylum seekers to receive an official Death Notification document in Indonesia. Should you wish to proceed with applying for an official Death Certificate or Notification, please visit the nearest Disdukcapil office based on your place of residence or domicile with the following documents:

• UNHCR documents such as UNHCR ID and UNHCR-issued SCL.
• One of the following:
  • A photocopy of the Death Notice from the doctor, health facility, or village head;
  • A police certificate for the death of a person whose identity is unclear;
  • A copy of the court order for someone whose whereabouts are unclear because they are missing or deceased, but their body has not been found; or
  • A death statement from the airline for someone whose whereabouts are unclear because they are missing or deceased but whose body has not been found in accordance with the provisions of statutory regulations.
• A photocopy of Travel Documents of aliens, if any.
• A photocopy of the deceased’s National or UNHCR ID.

Informing UNHCR of a death

Refugees residing independently in Jakarta and the surrounding area who need help with burial arrangements can contact the YCWS Health Hotline at 0811 816 1511.

For refugees residing independently in other locations, please contact the UNHCR field office responsible for your area. The team will offer support and guidance throughout the burial process. If you have the official Death Certificate or Notification, please include it in your message.

To facilitate the burial, a Status Confirmation Letter (SCL) from UNHCR is required. This letter confirms the refugee’s registration with UNHCR at the time of death and provides information about any family members in Indonesia. This letter is necessary to coordinate with the appropriate cemetery for the burial arrangements.

Legal Framework for Refugee Birth and Death Documentation in Indonesia

The existing regulations concerning the entitlement of refugees to obtain official Birth or Death Certificates or Notifications are intricate. Nevertheless, there have been notable advancements. According to the regulations outlined below, relevant authorities are authorized to issue official Birth or Death Certificates or Notifications for refugees and asylum seekers.

Law Number 23 Year 2002 Concerning Child Protection (UU 23/2002)

Article 27 stipulates that every child’s personal identity must be established from birth through the means of an official Birth Certificate. In situations where a child’s birth process and the whereabouts of their parents are unknown, the child’s official Birth Certificate is established based on the information provided by the individual who found the child.

Law Number 23 Year 2006 Concerning Population Registration (UU 23/2006)

Article 44 stipulates that the family or representative of the deceased is required to report the death to the designated government office within thirty days of the date of passing. The responsible Civil Registry official will then record the information in the Death Registration Register and issue an Official Death Certification.

Regulation of the President of the Republic of Indonesia Number 125 Year 2016 Concerning the Handling of Foreign Refugees (Perpres 125/2016)

Article 14 of Perpres 125/2016 specifies that in the event of a deceased refugee being discovered during a rescue operation for distressed refugees, the coordinating body responsible for search and rescue is required to collaborate with the National Police’s disaster victim identification unit to establish the identity of the deceased. Additionally, a ministry empowered with legal and human rights mandates, via its Immigration Detention Center, is tasked with conducting data gathering.

Regulation of the President of the Republic of Indonesia Number 96 Year 2018 Concerning Requirements and Procedures for Population Registration and Civil Registration (Perpres 96/2018)

According to Article 77(1) of Perpres 96/2018, in the event that a foreign national residing in Indonesia without proper immigration documentation experiences important life events, the Civil Registry Office at the regency or city level where the events occur is authorized to issue an Official Notification letter.

Regulation of the Minister of Internal Affairs Number 108 Year 2019 Concerning Implementing Regulation on Perpres 96/2018 (Permendagri 108/2019)

Article 95(2) stipulates that the issuance of an Official Notification letter is contingent upon the availability of documented evidence of an important life event published by relevant authorities indicating the occurrence of said event.

Article 96 outlines the procedure for obtaining the Official Notification letter, which includes the following steps:

1. The applicant completes and signs the reporting form and submits the required documents as specified in Article 95(2).
2. Service officers verify and authenticate the reporting forms and necessary documents as outlined in Article 95(2).
3. Service officers input data into the population database and generate the required documentation.
4. The Civil Registry official at the Regency/City at the location where the significant event transpired issues the Notification letter of the important event.
5. The Official Notification letter of the significant event is then delivered to the applicant.

Circular Note from the Directorate General of Population and Civil Registration Number 400.8.1.7/13292/Dukcapil (SE Peristiwa Penting Pengungsi LN)

To register any vital events, applicants must provide supporting evidence, adhere to established procedures, and complete the necessary registration forms. Civil Registry Offices are tasked with ensuring that registration services are efficient, fast, precise, and provided at no cost. Furthermore, applicants may register based on their place of residence rather than the location where the event occurred. It is also imperative that Civil Registry Offices collaborate effectively with UNHCR.