DOCUMENT HISTORY
T
ITLE: Sacramental Records Policy and Procedures
P
UBLICATION DATE: June 17, 2022
R
ELATED POLICIES, PROCEDURES, REVISIONS
R
EVISIONS
VERSION DATE REVISION
1.0 6/17/2022
R
EVIEW CYCLE: Biennial
C
ONTACT: Elvira Sanchez Kisser, [email protected], (210) 734-1959
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I I I
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TABLE OF CONTENTS
Document History ....................................................................................................................... 2
Letter From The Archbishop ....................................................................................................... 3
1 Introduction ........................................................................................................... 9
2 Types of Records and Registers ........................................................................... 9
2.1 Mission Church Registers ................................................................................ 10
2.2 Catholic and Non-Catholic Institutions (hospitals, schools, special homes, etc.)10
3 Ownership and Responsibility ............................................................................. 10
3.1 Ownership and Copyright ................................................................................ 10
3.2 Responsibility .................................................................................................. 10
3.3 Delegated Responsibility ................................................................................. 10
3.4 Inspection and Certification of Registers .......................................................... 11
3.5 Inventories of Registers ................................................................................... 11
3.6 Transfer of Older or Distressed Registers to Archdiocesan Archives ............... 11
3.7 Records of Closed Parishes and Missions ....................................................... 11
3.8 Confidentiality .................................................................................................. 11
3.9 Access to Sacramental Records ...................................................................... 11
3.10 Requests and Procedures ............................................................................... 12
3.11 Access to Outside Agencies ............................................................................ 12
3.12 Subpoenas ...................................................................................................... 12
3.13 Requests from other Catholic Entities .............................................................. 13
3.14 Requests to Research Sacramental Records .................................................. 13
4 Preservation of Registers .................................................................................... 13
4.1 Format ............................................................................................................. 13
4.2 Acid-Free Paper and Ink .................................................................................. 13
4.3 Safe Storage ................................................................................................... 13
4.4 Removal of Registers ...................................................................................... 14
4.5 Repairs and Conservation ............................................................................... 14
5 Recording Sacraments in the Parish of the Event ............................................... 14
6 Celebrations Outside a Parish Church ................................................................ 15
6.1 B
aptism ........................................................................................................... 15
6.2 Marriage .......................................................................................................... 15
6.3 Death .............................................................................................................. 15
7 Notice of Sacraments .......................................................................................... 15
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8 Style Guide for Entries in Registers ..................................................................... 16
8.1 Label Registers ............................................................................................... 16
8.2 Entering Information ........................................................................................ 16
8.3 Timeliness ....................................................................................................... 16
8.4 Legibility .......................................................................................................... 16
8.5 Chronological Order ........................................................................................ 16
8.6 Register Columns ............................................................................................ 16
8.7 Index ............................................................................................................... 17
8.8 Style for Names ............................................................................................... 17
8.9 Style for Dates ................................................................................................. 17
8.10 Entry of Minister’s Name.................................................................................. 17
9 General Changes, Corrections, and Additions ..................................................... 17
9.1 Making Corrections.......................................................................................... 17
10 Making Changes ................................................................................................. 18
10.1 Additions to Entries/New Godparents or Sponsors* Exception ........................ 18
10.2 Missing Records .............................................................................................. 18
10.3 Supporting Documents .................................................................................... 19
11 Sacramental Certificates ..................................................................................... 19
11.1 Church Use Only ............................................................................................. 19
11.2 Accuracy and Authentication ........................................................................... 19
11.3 Absence of Information .................................................................................... 20
11.4 Authorized Source of Records ......................................................................... 20
11.5 Authorized Requests and Procedures (see Chapter 3.10 Access to Sacramental
Records) ............................................................................................................ 20
11.6 Cost/Fees ........................................................................................................ 20
11.7 Format ............................................................................................................. 20
11.8 Updated Baptismal Certificates........................................................................ 20
11.9 Required Information ....................................................................................... 20
11.10 Information on Certificates after Changes ........................................................ 20
11.11 C
onfidential Information ................................................................................... 21
12 Baptismal Registers ............................................................................................ 21
12.1 Baptismal Register Entries .............................................................................. 21
12.2 Source of Information ...................................................................................... 21
12.3 Godparents/Sponsors ...................................................................................... 21
12.4 Visiting Clerics ................................................................................................. 22
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12.
5 Unmarried/Single Parents................................................................................ 22
12.6 Unknown Parentage ........................................................................................ 22
12.7 Ascription to Proper Church ‘Sui Iuris’ ............................................................. 22
12.7.1 Change of Rite (Ascription to an Eastern Catholic Church or Latin Church)................. 23
12.8 Same-Sex Couples Presenting a Child for Baptism ......................................... 23
13 Adoption and Baptism ......................................................................................... 23
13.1 Baptism before Adoption ................................................................................. 24
13.2 Issuing Baptismal Certificates after an adoption is finalized ............................. 25
14 Special Types of Baptism .................................................................................... 25
14.1 Conditional Baptism ......................................................................................... 25
14.2 Emergency Baptism ........................................................................................ 25
14.3 Emergency Baptism – Rites Supplied .............................................................. 26
14.4 Prison Baptism ................................................................................................ 26
15 Rite of Christian Initiation of Adults (RCIA) .......................................................... 26
15.1 Definition of Terms .......................................................................................... 26
15.1.1 RCIA............................................................................................................................... 26
15.1.2 Catechumens ................................................................................................................. 26
15.1.3 Elect .............................................................................................................................. 27
16 Sacraments of Initiation Entries ........................................................................... 27
16.1 Register Entries for the Elect ........................................................................... 27
16.1.1 Baptismal Register ......................................................................................................... 27
16.1.2 First Eucharist Register.................................................................................................. 27
16.1.3 Confirmation Register .................................................................................................... 27
16.2 Source of Information ...................................................................................... 28
17 Baptized Christians Received Into Full Communion ............................................ 28
17.1 Register Entries for Those Received into Full Communion .............................. 28
17.1.1 Baptismal Register ......................................................................................................... 28
17.1.2 First Eucharist Register.................................................................................................. 28
17.1.3 Confirmation Register .................................................................................................... 28
17.2 Source of Information ...................................................................................... 29
17.3 Children of Parents Received into the Church ................................................. 29
17.4 Source of Information ...................................................................................... 29
18 Special Notations in the Baptismal Register ........................................................ 29
18.1 Reception of Holy Orders ................................................................................ 30
18.2 Dispensation from Holy Orders ........................................................................ 30
18.3 Perpetual Profession in Religious Institute ....................................................... 30
18.4 Dispensation from Religious Vows .................................................................. 30
18.5 Vetitum / Monitum ........................................................................................... 30
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18.6 Formal Withdrawals from the Catholic Church ................................................. 30
19 Penance/Reconciliation ....................................................................................... 30
20 First Eucharist Records ....................................................................................... 31
20.1 Source Information .......................................................................................... 31
20.2 Notification of Sacrament................................................................................. 31
21 Confirmation Records ......................................................................................... 31
21.1 Source of Data ................................................................................................ 31
21.2 Notification of Confirmation .............................................................................. 32
21.3 Joint Confirmation Celebrations ....................................................................... 32
21.4 Confirmation Delegation/Rescript .................................................................... 32
22 Marriage Records................................................................................................ 33
22.1 Marriage Entries .............................................................................................. 33
22.2 Pre-Nuptial Files .............................................................................................. 33
22.3 Supporting documentation in the prenuptial file should include: ....................... 33
22.4 Release of Pre-Nuptial File .............................................................................. 34
22.5 Marriage in a Catholic Chapel or Oratory ......................................................... 34
22.6 Weddings With a Dispensation from Canonical Form ...................................... 34
22.7 Convalidation................................................................................................... 34
22.8 Radical Sanation ............................................................................................. 34
22.9 Citations in the Marriage Register Notation Column ........................................ 35
22.10 Notification to Church of Baptism ..................................................................... 35
23 Ordination Register ............................................................................................. 35
23.1 Notification of Ordination to the Church of Baptism.......................................... 35
24 Death Register .................................................................................................... 35
24.1 Death Entries ................................................................................................... 35
24.2 Non-Catholic Burials ........................................................................................ 36
24.3 Cremation ........................................................................................................ 36
25 Support to Our Parishes ...................................................................................... 36
26 APPENDIXES ................................
...................................................................................... 37
Table of Contents.................................................................................................................. 37
27 GLOSSARY OF TERMS …………………………………………………………………………...69
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1 INTRODUCTION
Sacramental records serve an important function in the Catholic Church. They document an
individual’s sacramental history and status in the Church. A sacramental record is created
when an individual receives the following sacraments: Baptism, First Eucharist, Confirmation,
Matrimony, and Holy Orders. The sacrament of Penance/Reconciliation and Anointing of the
Sick is not recorded nor are certificates issued for these two sacraments.
Sacramental records are created and maintained by the pastor or appointed delegates when
the sacrament is conferred. Sacramental records must be recorded in English on paper in
bound volumes and the entries written by hand close to the time of the event and
authenticated by the signature of the pastor. Original sacramental registers are never
discarded. If the parish is unable to care for the registers, or other records, for any reason, the
records are to be transferred to the Archives and Records Management Office (Archives) for
permanent care.
All sacramental registers, and the information they contain, belong to the Archdiocese of San
Antonio. Neither the originals, nor any copies of sacramental registers, nor the information they
contain, whether on microfilm or otherwise, can ever be given, loaned, or sold without the
written permission of the archbishop of the Archdiocese of San Antonio in Texas or his
delegate.
Parish records are to be retained at the parish of origin. Under no pretext may anyone take
sacramental registers when they leave the parish or transfer to another assignment. It is
prohibited to loan sacramental registers to parishioners, genealogists, or other persons for any
reason. Sacramental registers must be stored in a fire-resistant safe in the rectory, parish
office, or church, but never in private homes.
This policy and procedure handbook is not intended as a complete statement of all
sacramental record issues raised in canon law, civil law, and archival practice. For additional
information, please contact the Archives and Record Management Office of the Archdiocese of
San Antonio.
2 TYPES OF RECORDS AND REGISTERS
In the Archdiocese of San Antonio, parishes must keep the following sacramental registers:
Baptismal, First Eucharist, Confirmation, Marriage, and Death. Two record books are to be
maintained for The Rite of Christian Initiation of Adults: The Register of Catechumens and the
Book of the Elect. Parishes may choose to also maintain Sick Call Registers. The archdiocese
is to maintain an Ordination Register and register of Dispensation from Canonical Form.
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2.1 MISSION CHURCH REGISTERS
A parish that has care of a mission church is to maintain a separate set of sacramental
registers for the mission church. Mission registers may be held in the office of the parish.
2.2 CATHOLIC AND NON-CATHOLIC INSTITUTIONS (HOSPITALS, SCHOOLS, SPECIAL
HOMES
, ETC.)
Persons assigned as chaplains and clerics ministering at a Catholic or non-Catholic institution,
such as a school, hospital, campus ministry, etc., are to record sacraments administered in the
sacramental register of the territorial parish in which the institution is located, not the parish
where the cleric is assigned.
Catholic Institutions, such as hospitals, schools, religious institutes, or retirement homes, are
not to maintain sacramental registers or issue sacramental certificates, under any
circumstances.
3 OWNERSHIP AND RESPONSIBILITY
3.1 OWNERSHIP AND COPYRIGHT
Ownership and copyright of all sacramental registers and records held in parishes, missions,
and the Archdiocesan Archives belong to the Archbishop of San Antonio.
3.2 RESPONSIBILITY
It is the responsibility of the pastor to ensure that sacramental records are:
• Properly maintained and kept in accordance with established Archdiocesan policies.
• Clearly and promptly annotated.
• Properly preserved.
• Access complies with Archdiocesan policies.
3.3 DELEGATED RESPONSIBILITY
The pastor may choose to delegate the day-to-day administration of sacramental records to a
responsible employee or volunteer. Such delegation must be given in writing and state the
extent of the delegation. The person delegated is required to annually attend a Sacramental
Records Training. To safeguard the privacy of the information contained in the registers, a
limited number of trained delegates should have access to the sacramental registers.
The pastor is responsible for signing sacramental certificates and other documents regarding
the canonical status of the faithful; however, a pastor may also choose to delegate a person(s)
such as the parochial vicar, deacon, employee, or trusted volunteer to sign sacramental
certificates or other documents regarding the canonical status of the faithful when the pastor is
not available to do so. A letter of delegation is required, and the Office of the Chancellor must
be notified of each person delegated to sign on behalf of the pastor. (See Appendix A)
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3.4 INSPECTION AND CERTIFICATION OF REGISTERS
It is the responsibility of pastors to ensure that entries in registers are complete and accurate.
Quality control initiatives that double-check entries regularly will ensure accuracy. The pastor
must review all entries in the register and certify their accuracy with his signature, even if he
did not administer the sacrament. If entries to registers are not recorded by the pastor, then
they should be certified by the pastor’s initials and dated at the top or foot of the page.
All parish sacramental registers shall be inspected every other year by the Dean and certified
with his signature and date of inspection on the front page of the register, including the last
page number inspected. The Dean is to complete a Dean Parish Inspection form (See
Appendix B) provided by the Chancellor, which they must return to the Chancellor’s Office.
3.5 INVENTORIES OF REGISTERS
Parishes are to maintain a written inventory of the sacramental registers. Before the installation
of a new pastor, the inventory is reviewed and updated, and a copy is sent to the Archives.
(See Appendix C)
3.6 TRANSFER OF OLDER OR DISTRESSED REGISTERS TO ARCHDIOCESAN ARCHIVES
All sacramental registers 100 years old and older are to be transferred to the archdiocesan
archives for safekeeping. If a register has deteriorated to the point where the structure or
information is in danger, the pastor is to contact the Archives to assist in determining what
preservation is needed, which may include the transfer of the register to the Archives.
All sacramental registers transferred to the archives will be maintained by the Archives staff.
The archivist will assume responsibility for entering all notations and issuing certificates for
those registers. All future requests for records from these registers should be directed to the
Archives.
3.7 RECORDS OF CLOSED PARISHES AND MISSIONS
In the event a parish or mission is closed, the sacramental registers will be assessed and
inventoried by the Archives staff for appropriate retention, then transferred to the parish which
assumes parochial responsibility for issuing future sacramental certificates.
3.8 CONFIDENTIALITY
Sacramental records are private records and the private property of the Archdiocese of San
Antonio. It is the responsibility of the Archdiocese of San Antonio, acting through the clergy of
the various parishes, to supervise how records are used, by whom, and for what purposes.
3.9 ACCESS TO SACRAMENTAL RECORDS
The pastor or delegated parish personnel can examine the registers and issue the required
information directly to the following requestors:
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a. Any person requesting their sacramental record.
b. The parent of a minor child or a legally qualified guardian who is requesting a copy
of a sacramental record.
c. A priest, parish, tribunal office, or other Catholic institution that is requesting an
authorized copy of a sacramental record for official Church purposes.
3.10 REQUESTS AND PROCEDURES
Sacramental certificate requests should be made in writing, to ensure that the information
provided is complete. They may be submitted by email, mail, or phone call.
The requestor must provide:
1. The name of the requestor (including maiden name)
2. The name of the parents, including the mother's maiden name
3. Date of birth
4. Reason for the request (See 3.11 Access to Outside Agencies and Research below)
5. Other pertinent information that would aid in locating the person’s sacramental record
entry.
Once the sacramental certificate is ready to be picked up, a government-issued photo ID (e.g.,
Driver's license, State ID, Military ID, Passport) should be used as verification of the identity of
the person requesting the sacramental record. If the requestor is unable to pick it up from the
parish, the certificate may be mailed to a Catholic parish near them with instructions to contact
the person named in the certificate and verify their identity at the time of pick-up. For
circumstances outside this instance, please contact the Archives to make arrangements.
3.11 ACCESS TO OUTSIDE AGENCIES
Requests for a sacramental certificate to be submitted to a government agency or corporate
entity (i.e., Social Security Administration, Immigration, insurance companies, etc.) require a
signed and notarized Authorization for Release of Information (See Appendix D) form from the
person, or a legally qualified guardian, whose record is being requested. Please make sure all
requestors either complete and sign this form at the parish or are given the form to have
notarized and returned. Send all forms along with a copy of the sacramental certificate to the
Archives for verification.
Requests received directly from a government agency or corporate entity should be directed to
the Archives.
3.12 SUBPOENAS
If a parish receives a court-issued subpoena to hand over Church records, you may accept the
subpoena, but never under any circumstances hand over the records to the server of the
subpoena. Immediately call the Director of Risk Management for assistance.
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3.13 REQUESTS FROM OTHER CATHOLIC ENTITIES
Requests from other Catholic entities, such as tribunals or Catholic seminaries, should be
handled directly with that entity. When preparing these sacramental certificates include all
notations listed in the register and mark the certificate/document “For Canonical Investigation
Only” in red ink.
3.14 REQUESTS TO RESEARCH SACRAMENTAL RECORDS
Requests to research sacramental registers must be referred to the Archives and Records
Management Office. The archives provide genealogical/research assistance through online
resources, to relieve parish personnel of the responsibility, preserve the originals from wear,
and ensure that researchers receive proper supervision.
4 PRESERVATION OF REGISTERS
Sacramental registers are to be maintained permanently, hence, the selection of quality
registers and proper storage is important to ensure long-term preservation. Below are
guidelines to assist you, or you may contact the Archives and Records Management Office for
further assistance.
4.1 FORMAT
Sacramental records are to be recorded on paper in bound volumes. A parish may maintain
separate Baptismal, First Eucharist, Confirmation, Marriage, and Death Registers, or may use
combined registers, depending on the needs of the parish. Territorial parishes are responsible
for mission Church registers.
4.2 ACID-FREE PAPER AND INK
Sacramental registers should have bindings and paper of a quality that is considered
permanent, durable, and acid-free. Writing instruments should be ink that is fade-proof,
waterproof, acid-free, and black. Never use felt-tip pens, pencils, or fine-point pens.
4.3 SAFE STORAGE
Sacramental registers should be kept in a secure fire-resistant safe and climate-controlled
environment, with limited fluctuations in temperature and humidity. Parish offices should take
steps to avoid high temperatures, dampness, bright light, and fluorescent light. Never store
registers in attics, basements, outside sheds, or storage units of any kind.
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Based on nationally accepted archival practice, the space where these records are kept should
be 70° degrees or colder with a relative humidity of 40%. All safes, file cabinets, or other
record container housing, must have a minimum fire resistance of two hours.
1
4.4 REMOVAL OF REGISTERS
Registers may not be taken off the parish premises except for duplicating by the Archdiocesan
Archives or for safekeeping by the pastor in the event of a disaster or emergency.
4.5 REPAIRS AND CONSERVATION
To maintain the registers for as long as possible, limit the number of harmful products used in
the registers. Do not use tape of any kind to repair registers without the approval of the
Archives. Refrain from using sticker labels, post-it notes, staples, paper clips, glue, or rubber
bands on registers. In addition, laminating the registers is never permitted.
Worn registers are to be rebound by a professional binder approved by the Archives.
Rebinding that destroys any data or renders any part of the records unusable is unacceptable.
If a register is falling apart and requires conservation work, please contact the Archives for
recommendations of vendors for preservation and bookbinding.
When a register is beyond repair, and a parish can no longer properly maintain it, the Archives
will assist in creating a copy of the register for the parish and the original will be transferred to
the Archives. Please report the loss or destruction of any sacramental register immediately to
the Archives and note it in the parish Sacramental Register Inventory.
5 RECORDING SACRAMENTS IN THE PARISH OF THE EVENT
Sacraments should be recorded in the registers of the parish where the sacrament was
conferred, unless otherwise specifically stated in this policy and procedure handbook. For
example, if Parish A is closed for renovation and all sacraments are conferred at Parish B for
several months, those events should be recorded in the records of Parish B, since that is the
parish where the sacraments were conferred.
This rule also applies in instances where one parish hosts a confirmation preparation or RCIA
candidates for multiple parishes. The record of the sacraments is recorded in the register of
the parish where the sacrament was conferred, not the candidates’ home parish.
In these cases, it is acceptable for the home parish to make a note in their register of the fact
that the parishioner received the sacrament and where it is recorded. The parish should not
make a duplicate record, but a simple note in the index to direct others to the actual location of
the record.
1
Pacifico, M.F. & Wilsted, T. (2009). Archival and Special Collections Facilities: guidelines for archivists,
librarians, architects, and engineers. Society of American Archivists.
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Example: Smith, John, baptized May 10, 1995, see Immaculate Heart of Mary, San
Antonio, TX
6 CELEBRATIONS OUTSIDE A PARISH CHURCH
When a sacrament is administered in a place other than a parish church (for example, a
campus chapel, a private home, or a hospital), the following procedures apply.
6.1 BAPTISM
Baptisms are to be recorded in the Baptismal Register of the territorial parish in which the
baptism took place. A cross-reference may be made in the family’s home parish Baptism
Register index for ease in locating the record in the future.
6.2 MARRIAGE
When permission has been granted for a Marriage that follows canonical form to take place
outside the parish church, it is to be recorded in the Marriage Register of the territorial parish in
which the marriage took place. The pre-nuptial investigation file will be permanently stored in
the parish where the marriage is recorded.
In the case of a wedding celebrated with a Dispensation from Canonical Form, the Marriage
shall be recorded in two places:
1. In the parish of the Catholic party whose pastor conducted the pre-nuptial investigation
about the free status of the parties and requested the dispensation. The pre-nuptial
investigation file will be permanently stored at this parish.
2. In the chancery of the diocese which granted the Dispensation from Canonical Form.
6.3 DEATH
All Catholic funeral liturgies, even if celebrated outside a church building, shall be entered in
the parish Death Register where the cleric is assigned.
7 NOTICE OF SACRAMENTS
Notice of sacraments may be sent or received in the form of a letter, e-mail, card, or other
written form of communication. Notices sent and received should be recorded without delay. A
notice sent must contain the following information:
1. The individual sending the notice: name, title, and full contact information
2. Name of the individual having received the sacrament
3. Date and place of individual’s baptism
4. The parish where the sacrament took place, including the address
5. Name of sacrament received, date of reception, and officiating minister
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Once sacramental information has been entered into the register, the notice should be deleted
or shredded.
8 STYLE GUIDE FOR ENTRIES IN REGISTERS
To ensure that sacramental records are accurate, legible, and easy to locate, parishes are
required to do the following:
8.1 LABEL REGISTERS
On the first page of each register, enter the name of the parish, city, state, date span of the
register (the end date is written when the register is full), the sacrament, and book number if
there is one (e.g., Baptismal Book 3 or Baptism Vol. III).
Example: St. Agnes, San Antonio, Texas, Baptismal Register, Vol. 1, October 7, 1923,
to March 2, 1935
8.2 ENTERING INFORMATION
All entries shall be written in English. Enter only that information prescribed by Canon Law, this
policy, and any other information necessary for a complete and accurate sacramental record.
8.3 TIMELINESS
Entries of sacramental celebrations should be made in the appropriate register promptly once
the sacrament has been conferred.
8.4 LEGIBILITY
Entries must be plainly and legibly printed. Do not use cursive or elaborate scripts.
8.5 CHRONOLOGICAL ORDER
Entries should be made in chronological order, except for those instances of unusual or
extenuating circumstances. If the chronological order cannot be kept in a particular case, a
small note should be made in the proper chronological location in the register, cross-
referencing the actual entry.
Example: See RODRIGUEZ, Margaret pg. 37
8.6 REGISTER COLUMNS
Enter the data following the proper column headings in the register.
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8.7 INDEX
Every entry is to be listed in the register's index, according to the person's last name. For the
index entry, the last name of the individual should be printed in upper case for ease of locating
the correct entry (e.g., "RODRIGUEZ MARTINEZ, Amelia").
8.8 STYLE FOR NAMES
Use the format of the name as verified on the official paperwork presented, such as a birth
certificate or hospital record. The name in the Baptism Register should be the same name
used for all future sacramental records for the individual.
8.9 STYLE FOR DATES
Print the name of the month rather than use the month's number and use four digits for the
year for the date of the sacrament. (e.g., August 20, 2013, rather than 8/20/13). Entries in the
notation column should use the following format (DD/MM/YYYY) to save space.
8.10 ENTRY OF MINISTER’S NAME
The name of the cleric who conferred the sacrament is to be clearly printed in the register entry
and signed above his printed name. If a pastor delegates another cleric, such delegation must
be entered in the priest or notation column. (See Appendix K.3)
9 GENERAL CHANGES, CORRECTIONS, AND ADDITIONS
Information is considered official and permanent, once entered into a sacramental register.
Mistakes and changes to a record will inevitably occur, but it is important to document the
changes made to the record and to keep documentation that establishes such changes.
Arbitrary changes destroy the value of the record by questioning the authenticity of the
information. Below are the special conditions in which an entry may be changed. Only records
for a living person can be changed.
9.1 MAKING CORRECTIONS
In case of a clerical error (i.e., the spelling of a name, date out of sequence, etc.) at the time of
entry that is immediately obvious to the pastor and can be verified with documentation
originally provided; a correction in the original entry may be made. Permitted corrections
include correcting dates, names, and spellings. In cases of doubt, contact the Archives.
To make these corrections, draw a thin black line through the word, number, or letter to be
changed and print the change immediately above or below the error. All corrections to a record
must be visible and initialed by the pastor. (See Appendix J.1)
Example: SMITH
JW
1/1/2021
SMITHE
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10 MAKING CHANGES
Substantial changes (for example, to record an adoption after baptism, legal name change, or
wrong dates) require proof in the form of documentation, which will consist of an original,
embossed/sealed birth certificate or court order from a civil or ecclesiastical office, or
government agency, etc. The notation is to include the issuing agency/court, including county
and state, the date of the certificate/court order, and any case number. (See Appendix J.3)
To update the sacramental record entry, do the following:
• Place brackets [ ] around the original information.
• Write the new information above or below the bracketed information.
• Note type of proof in the notation column, including issuing agency/court, date of the
certificate, and any case number.
• Place a copy of supporting documentation in a separate file associated with the specific
sacramental register labeled “Supporting Documents File, Parish Name, Book Type,
Volume #, Date Range.”
• The parish name, city, register title, number or volume, page, and entry number should
be written on the supporting documents.
10.1 ADDITIONS TO ENTRIES/NEW GODPARENTS OR SPONSORS* EXCEPTION
For children still in the formative period of Christian life (infancy to age 14), parents may
request a substitute sponsor for the original baptismal sponsor by petitioning the diocesan
bishop. The following criteria apply:
1) The substitute must be qualified according to the canonical norm.
2) Original sponsors have been impeded by death, serious illness, a radical departure from
faith, or they were chosen by the child’s natural parents and are unknown to the
adoptive parents.
If approved, the diocesan bishop will authorize the change to the record and the name of the
substitute sponsor will be cross-referenced in the Supporting Documents File.
10.2 MISSING RECORDS
At times, when a certificate is requested, the record in question cannot be found. If there is any
possibility that the sacrament was conferred in some other parish, the inquirer is encouraged
to check the sacramental records of that other parish or other parishes and consult the
archdiocesan Archives. If the record cannot be located, then a serious investigation into the
fact of the sacrament should be initiated by the pastor.
If proof is provided through a written statement or affidavit of a witness, such as a parent,
sponsor, or another adult witness, a sacramental record can be created. Only the information
for which a witness can vouch with certainty should be entered in the register, even though
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doing so may leave an entry incomplete. The name of the witness, the date of testimony, and
the words, “Missing record based on the testimony of [witness name and date of testimony]” is
to be printed in the notation column of the register. All supporting documents should be
included in that register’s Supporting Documents File. (See Appendix J.2)
Examples of acceptable proof include:
• Photographs and/or videos of the event.
• Copy of the original baptismal certificate.
• A parent, godparent, sponsor, presiding cleric, or witness of the event can submit a
notarized affidavit that includes information about the event. (See Appendix E-H)
• Parish bulletins that record the event
The name should also be added to the register index in the volume where the record should
have been recorded with a cross-reference to the correct register.
Example: MARTINEZ, Isabel See Vol. 7 entry 32
10.3 SUPPORTING DOCUMENTS
Legal documents supporting notations in Baptism Registers must be kept permanently in the
corresponding register’s Supporting Documents File. Label file with the name of parish, city,
the title of register, dates covered, and volume number.
11 SACRAMENTAL CERTIFICATES
A certificate is an official document certifying that a particular individual has received one of the
following sacraments: Baptism, First Eucharist, Confirmation, Marriage, or Ordination.
Certificates are not to be issued for Penance/Reconciliation, Anointing of the Sick, or Death.
The certificate is an exact duplicate of the information entered in the sacramental register.
(See Appendix I)
11.1 CHURCH USE ONLY
Sacramental certificates are intended for internal church use, not for civil or legal purposes.
Since certain information may be entered in the sacramental registers based purely on the
word of someone else, (for example paternity) the sacramental certificate is simply repeating
that information but not certifying it as true. (For other reasons to issue, see Chapter 3.11
Access to Outside Agencies)
11.2 ACCURACY AND AUTHENTICATION
An authenticated document must include the pastor’s signature and parish seal. Stamps of the
pastor’s signature is not acceptable. Certificates must be accurate, legible (preferably
typewritten), and complete, including all notations, except in cases of adoption. Photocopies,
facsimiles, and digital copies of certificates are not considered authenticated documents.
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11.3 ABSENCE OF INFORMATION
No field should be left blank on the certificate. When information is absent it shall be indicated
by the words “none” or “not given”, rather than by leaving the space blank.
11.4 AUTHORIZED SOURCE OF RECORDS
Only the parish or the Archives holding the original sacramental records may issue a
certificate. When creating a sacramental certificate, always retrieve the information from the
original register, rather than a reproduction on microfilm or a digital copy.
11.5 AUTHORIZED REQUESTS AND PROCEDURES (SEE CHAPTER 3.10 ACCESS TO
SACRAMENTAL RECORDS)
11.6 C
OST/FEES
A parish may charge a maximum of $5 to issue a sacramental certificate, including any mailing
expenses. A fee should not be charged when another parish requests a sacramental certificate
for Church purposes.
11.7 FORMAT
Certificates must have an official appearance and must be issued in a consistent format. All
certificates must bear the name and address of the parish, the date issued, the pastor's
signature, and the parish seal.
11.8 UPDATED BAPTISMAL CERTIFICATES
All requests for certificates to verify the status of a person in the Church are to be issued using
the same formatted baptismal certificate which will include all notations included in the
Baptismal Register. This includes all those received into Full Communion with the Church.
(See Appendix I.6)
11.9 REQUIRED INFORMATION
Certificates are to include all information contained in the sacramental register, except that
which is confidential (See Chapter 11.11 Confidential Information). All data in the notation’s
column are to be included. If there is no data in the notation column, the words “No Notations”
should be printed on the certificate.
11.10 INFORMATION ON CERTIFICATES AFTER CHANGES
Once specific information has been changed in the sacramental register, the original data is no
longer transcribed onto certificates. Information in the notation column related to the change
will be transcribed on the certificate.
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11.11 CONFIDENTIAL INFORMATION
The information which is confidential and should not be included on certificates is to be so
marked when entered in the register (e.g., “Confidential – do not include on certificate.”) Along
with any information about adoption.
12 BAPTISMAL REGISTERS
12.1 BAPTISMAL REGISTER ENTRIES
The Baptismal Register serves as the “master record” for a person’s individual sacramental
history and status in the Church. Therefore, notations of sacraments received after baptism are
also recorded in the Baptismal Register. (See Appendix J)
For baptisms celebrated, the following information is to be entered in the Baptismal Register.
a. Full legal name, including any middle name, maiden name in parenthesis for a
married female, and married last name
b. Date and place (city and state) of birth
c. Full legal name of parents, including the mother’s maiden name
d. Names of the sponsor(s), godparent(s), or Christian witness
e. Date and place (city and state) of baptism
f. Name of the minister
12.2 SOURCE OF INFORMATION
A government-issued birth certificate should be the primary source of information. If a birth
certificate is impossible to obtain, an official hospital record or an affidavit from a person
knowledgeable about the birth. The parent(s) or guardian of the child should verify the baptized
person’s name, date of birth, and place of birth submitted. Inability to provide a birth certificate
or other verifying documents is not cause for denial or delay of baptism. When a birth
certificate or hospital record is not available, then add the notation “No legal documents were
presented for the circumstance of birth.”
12.3 GODPARENTS/SPONSORS
There is to be only one male or one female sponsor or one of each. Therefore, no more than
two names may be entered in the "Godparents" or "Sponsors" column.
A baptized person who is not a member of the Catholic Church may serve as "a Christian
Witness” together with a Catholic sponsor. A Catholic who does not fulfill the requirements for
a sponsor may not serve as a Christian Witness. The Christian Witness’ name is entered into
the register with the abbreviation “CW” next to their name. A baptized Eastern Orthodox may
serve as a godparent/sponsor.
When a godparent/sponsor is unable to be present in person for the baptism, a proxy may be
appointed by the parents to participate in the rite of baptism. The name(s) of the sponsor(s)
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and the proxy will be entered in the sacramental record book. The sponsor(s) name(s) will be
written under the sponsor column. The name of the proxy will be written in the notation column
with the word "Proxy" afterward. (See Appendix K.2) Transcribe only the sponsor(s) names
onto the Baptismal certificate.
12.4 VISITING CLERICS
When a priest or deacon baptizes an individual in a Catholic Church to which he is not
assigned, he is responsible for providing the necessary documentation to the parish where the
baptism is conferred and recorded. If the family is registered in another parish, notification shall
be sent to their home parish requesting the baptism to be entered into the Baptism Register
Index only, with a cross-reference to the parish where the actual baptismal record can be
found.
12.5 UNMARRIED/SINGLE PARENTS
If a child is born to an unmarried mother, the name of the mother is to be inserted in the
Baptismal Register. The name of the father shall be inserted in the register if his paternity has
been proven either by some public document or by his declaration before the pastor and two
witnesses. If these conditions are not met, the field or column for the child's unknown father or
mother should be filled with the words "not given" rather than leaving the space blank. It is not
permitted to make an annotation that states "Illegitimate." (See Appendix K.3)
12.6 UNKNOWN PARENTAGE
For children whose parentage cannot be known, or is unknown through any civil
documentation, please contact the Chancellor’s office.
12.7 ASCRIPTION TO PROPER CHURCH ‘SUI IURIS’
Transferring from an Eastern Church to the Latin Church is a complex process. The following
is to assist in understanding this situation. Please call the Chancellor’s office when presented
with this situation for guidance.
Through the reception of baptism, the child of parents who belong to the Latin Church is
ascribed to the Latin Church. However, if one parent belongs to an Eastern Catholic Church,
and the other to the Latin Church, the child is ascribed to the Church both parents have
chosen by mutual agreement. If there is no mutual agreement, the child is ascribed to the
Church to which the father belongs.
If only one parent is Catholic, the child is ascribed to the Church (Latin or Eastern Catholic
Church) to which the Catholic parent belongs. In cases of adoption, when a child baptized into
an Eastern Catholic Church is adopted by a person/couple who belongs to the Latin Church, or
vice versa and the child is under the age of fourteen, permission is required from the bishop (of
the Latin church) and patriarch (with authority over the Eastern Church).
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Anyone to be baptized who has completed the fourteenth year of age can freely choose to be
ascribed to the Latin Church or an Eastern Catholic Church. In that case, the person belongs
to the Church to which he or she has chosen.
12.7.1 Change of Rite (Ascription to an Eastern Catholic Church or Latin Church)
This notation is made when a person transfers from an Eastern Catholic Church to the
Latin Church, or vice versa.
Usually, special permission is required from the Holy See to transfer from an Eastern
Catholic Church. When that permission has been granted the notation will include the
name of the congregation issuing the permission, the protocol number, and the date.
The notation should follow the instructions in the permission letter.
For example:
“Transfer of rite from (Church transferring from) to (Church transferring to),
Congregation for Eastern Churches, protocol number and date”. (See Appendix K.4)
12.8 SAME-SEX COUPLES PRESENTING A CHILD FOR BAPTISM
It is not possible to register two mothers or two fathers in the parent column of the register.
Likewise, it is not possible for a “transgender father,” whose real nature is a woman, or a
“transgender mother,” whose real nature is a man, to be annotated in the parent column along
with a same-sex partner.
If one of the parents is the child’s natural father or mother, he or she must be recorded in the
parent column, the other parent is annotated in the notations column only if they have legally
adopted the child. Adoption information will be recorded, as in any other adoption.
2
If neither parent is the natural parent, only one adoptive parent may be recorded in the parent
column of the Baptismal Register. The other adoptive parent will be listed in the notation
column, along with the adoption information.
3
(See Appendix K.6)
13 ADOPTION AND BAPTISM
Adopting parents are encouraged to postpone baptism until after the adoption has been
finalized, except in extraordinary circumstances, such as danger of death.
For children baptized after adoption, no reference to the adoption or the natural parents is to
be made in the Baptismal Register. Any such information which has been recorded is to be
2
Pontifical Council Legislative Texts, Protocol No. 15986/2017 (November 15, 2017). Vatican Dicastery, Rome.
3
Canon 877, §3, Recording the Baptism of Adopted Children and the USCCB established complementary norms that were placed into effect
on December 1, 2000 (https://www.usccb.org/beliefs-and-teachings/what-we-believe/canon-law/complementary-norms/canon-877-3-
recording-the-baptism-of-adopted-children).
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treated as confidential and is not to be included on any certificate. Baptismal certificates 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.
4
Parish personnel having access to parish registers have an obligation not to disclose to any
person information which would identify or reveal, directly or indirectly, the fact that a person
was adopted.
5
13.1 BAPTISM BEFORE ADOPTION
For children who were baptized in the Catholic Church by their natural parent(s) before
adoption, the following information shall be added to the original Baptismal Register entry after
the adoption is finalized:
a. Brackets [ ] shall be placed around the names of the natural parents.
b. The legal name(s) of the adoptive parent(s) shall then be added.
c. The child's former surname shall also be bracketed, and the new surname added.
d. Sponsor(s) or godparent(s) will be bracketed and not included on the certificate. If the
sponsor (s) are still part of the child’s life, they may remain in the entry and on the
certificate.
e. A notation shall be made that the child was legally adopted, including the adoption case
number, court, county, state, and date.
f. In the index, a new entry with a new surname should be entered with an entry number.
If the adoptive parent's home parish is the same as the parish of baptism, a new entry does not
have to be made. (See Appendix K.12)
For adoptive parents whose home parish is different from the parish of baptism, a new entry
should be made in their home parish Baptismal Register with a cross-reference to the old
entry.
New entry information to be entered:
a. The new, legal name of the child as designated by the court order
b. The name of the adoptive parent(s) (first, middle, and surname/maiden name)
c. The date and place of birth (city and state)
d. The date and place of baptism
e. The name of the minister
f. Notation of original baptism, (for example, Original Entry see Sacred Heart, Chicago, IL,
Vol. 5, pg. 15, entry 45)
4
Canon 877, §3, Recording the Baptism of Adopted Children and USCCB Complementary Norms.
5
Adoption records prior to the USCCB Complimentary Norms on adoption that went into effect on December 1, 2000, may be recorded
differently and information may be missing. Please contact the Archives and Records Management Office for assistance with these records.
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Once all changes have been made to the register, a new baptismal certificate should be
issued. The new entry will be used for notating future sacraments. (See Appendix K.13a-b)
13.2 ISSUING BAPTISMAL CERTIFICATES AFTER AN ADOPTION IS FINALIZED
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.
Baptismal certificates issued by the parish for these individuals should list:
a. Name(s) of the adoptive parent(s)
b. Child’s new legal name
c. Date and place of birth
d. Date and place of baptism
e. Name of minister
f. Sponsor(s) name(s) should be withheld if chosen by the natural parents and the
adoptive parents have no relationship with them.
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. The certificate is issued from
the record created after the adoption. No certificate should ever be issued from the record
created before adoption.
For other issues regarding creating records for adoptive individuals, please contact the
Archives for assistance.
14 SPECIAL TYPES OF BAPTISM
14.1 CONDITIONAL BAPTISM
When conditional baptism is conferred, “Conditional Baptism” is to be written in the notation’s
column. Otherwise, the entry is the same as for any other baptism. (See Appendix K.7)
Baptisms in other Christian faiths are presumed valid until the contrary is demonstrated.
Consult the Chancellor with any question as to whether or not a faith community’s baptism is
valid. Only after careful investigation and, if a positive doubt remains as to the fact of baptism
or its valid celebration, a person is conditionally baptized. This conditional baptism is done
privately, with only the essential participants and a simple, discrete ceremony.
14.2 EMERGENCY BAPTISM
When baptism is conferred in an emergency, ceremonies may be supplied later. The baptism
is recorded in the territorial parish where the emergency baptism occurred. (See Appendix K.8)
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14.3 EMERGENCY BAPTISM – RITES SUPPLIED
If the ceremonies are supplied at a later date
6
, a notation of “Rites supplied” with the date and
place where the rites were given shall be entered in the margin of the child’s baptismal record
entry and the entry shall be updated with missing information.
Rites Supplied is the completion of the rite of baptism in a parish for infants already baptized
when in danger of death. The record of the “Rites Supplied” shall be sent with all
corresponding information to the parish where the emergency baptism is recorded. Include a
notation: “rites supplied,” with the parish, city, and state and the date of the completion of the
celebration.
The child’s name may be entered into the Baptism Register index of the parents’ parish, with a
cross-reference to the location of the baptismal record. (See Appendix K.9)
14.4 PRISON BAPTISM
There are several prisons located within the Archdiocese of San Antonio, Texas. Each facility
has its own rules about whether baptisms are allowed to occur. In those instances when a
Catholic cleric is allowed to administer the sacrament of baptism, it should be recorded in the
Baptismal Register of the parish in whose territory the prison is located.
15 RITE OF CHRISTIAN INITIATION OF ADULTS (RCIA)
15.1 DEFINITION OF TERMS
15.1.1 RCIA
Outside of emergency situations, non-baptized adults and children who have reached the age
of reason (usually about seven years of age) seeking initiation into the Catholic Church are
required to participate in a process of formation governed by the Rite of Christian Initiation of
Adults (RCIA). RCIA culminates in the celebration of the three sacraments of initiation –
baptism, confirmation, and first reception of the eucharist – in the same ceremony. Information
concerning those who receive the sacraments of initiation shall be recorded in the Baptismal,
First Eucharist, and Confirmation Registers.
15.1.2 Catechumens
A catechumen is a person not yet baptized, who has celebrated the “Rite of Acceptance into
the Order of Catechumens” as part of the RCIA. The name of the catechumen, along with the
names of the sponsor, officiating minister, and date and place of the celebration, is entered
into the Register of Catechumens at the parish where the Rite was celebrated. Note that
6
cf. 2020 Order of Baptism of Children No.31.3
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already-baptized candidates for full communion and confirmation are not catechumens and
their names are not placed in the Catechumenal Book.
15.1.3 Elect
An “elect” person is a catechumen who has celebrated the “Rite of Election or Enrollment of
names” as part of the RCIA, and so has been chosen by the Church to receive the sacraments
of initiation. The name of the elect catechumen, along with the names of the sponsor,
officiating minister, and date and place of the celebration, is entered into a special Book of the
Elect at the parish where the Rite was celebrated. Note that already-baptized candidates for
full communion and confirmation are not catechumens and do not become members of the
Elect, and these persons’ names are not placed in the “Book of the Elect.”
16 SACRAMENTS OF INITIATION ENTRIES
Once the elect receives the Sacraments of Initiation, their names are to be recorded in the
Baptismal Register, First Eucharist Register, Confirmation Register, and Marriage Register for
those whose marriage will be convalidated or sanated in the parish in which the sacraments
were celebrated. The baptismal sponsor typically also serves as the sponsor for confirmation.
16.1 REGISTER ENTRIES FOR THE ELECT
16.1.1 Baptismal Register
a. The legal name of the person (if married, place the woman’s maiden name in
parenthesis).
b. The names of the parents (first, middle, and surname/maiden name)
c. The date and place of birth (city and state)
d. The name(s) of the sponsor
e. The date and place of baptism (including city and state)
f. The name of the minister
g. Marginal notation of reception of eucharist and confirmation and marital status (either
current valid marriage or the convalidation of the current civil marriage). Any declaration
of invalidity (including where granted and protocol number) should also be noted.
16.1.2 First Eucharist Register
a. The baptismal name of the person
b. The parents named on the baptismal certificate
c. The date and place of baptism (including city and state)
d. The date and place of the first eucharist
e. The name of the minister
16.1.3 Confirmation Register
a. The baptismal name of the person
b. The parents named on the baptismal certificate
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c. The date and place of baptism (including city and state)
d. The name of the sponsor
e. The date and place of confirmation
f. The name of the minister
g. Optional confirmation name.
16.2 SOURCE OF INFORMATION
Legal names should be verified with current government-issued photo identification to verify
their name and date of birth. A birth certificate should also be presented to verify the parents'
names and place of birth.
17 BAPTIZED CHRISTIANS RECEIVED INTO FULL COMMUNION
For those having been received into Full Communion into the Church, the date and place of
their reception is to be entered into the Baptismal Register, including any baptismal information
and notations for all sacraments received. (See Appendix K.10)
17.1 REGISTER ENTRIES FOR THOSE RECEIVED INTO FULL COMMUNION
17.1.1 Baptismal Register
a. The baptismal name of the person
b. The parent(s) named on the baptismal certificate
c. The date and place of birth (city and state)
d. The name(s) of the sponsor(s) for baptism and; Name of the sponsor for Profession of
Faith, include POF: name.
e. The date and place of their baptism (including parish, city, and state) and the
“Profession of Faith” date and place ceremonies were supplied to effect formal
reception into the Church
f. The name of the minister of baptism
g. In the notation’s column any data on the reception of the first eucharist, confirmation;
marital status (either current valid marriage or the convalidation of the current marriage);
and any declaration of invalidity (including where granted and protocol number)
17.1.2 First Eucharist Register
a. The baptismal name of the person
b. The parents named on the baptismal certificate
c. The date and place of baptism (including city and state)
d. The date and place of the first eucharist
e. The name of the minister
17.1.3 Confirmation Register
a. The baptismal name of the person
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b. The parents named on the baptismal certificate
c. The date and place of baptism (including city and state)
d. The name of the sponsor
e. The date and place of confirmation
f. The name of the minister
g. Optional confirmation name
17.2 SOURCE OF INFORMATION
All candidates' information should be verified with a government-issued ID. If a baptismal
certificate is unavailable or incomplete, the legal name should be verified with current
government-issued photo identification to verify their name and date of birth. And a birth
certificate should also be presented to verify the parents' names and place of birth.
17.3 CHILDREN OF PARENTS RECEIVED INTO THE CHURCH
Children validly baptized in a non-Catholic Christian church, who have not yet reached the age
of reason (seven) may be received into full communion when one or both of their parents is
received into full communion. Children below the age of reason do not need to make a
Profession of Faith. (See Appendix K.11)
The child’s name is entered into the Baptismal Register with the following information:
a. The baptismal name of the child
b. The parents named on the baptismal certificate
c. The date and place of birth
d. The name(s) of the sponsor(s), if any
e. The date and place of baptism
f. “Received into the Church through parents’ Profession of Faith,” including date and
parish of parent’s Profession of Faith, written in the notation column
17.4 SOURCE OF INFORMATION
A baptismal certificate and a birth certificate should be presented to verify the name, parents’
names, and place of birth.
18 SPECIAL NOTATIONS IN THE BAPTISMAL REGISTER
Below are special notations that need to be made in the Baptismal Register. Notations should
follow the wording presented in the notification letter. (See Appendix P)
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18.1 RECEPTION OF HOLY ORDERS
Holy Orders is the sacrament that confers ordination as a transitional or permanent deacon,
priest, and bishop. The notation will include [type of order (diaconate, priesthood, or
episcopacy)], date, and location. (See Appendix P.7)
18.2 DISPENSATION FROM HOLY ORDERS
Laicization is the process of returning an ordained person (priest, bishop, or deacon) to the lay state
(loss of clerical state).
The notation will include the term type of dispensation listed in the decree,
[type of order (diaconate, priesthood, or episcopacy)], date issued, and protocol number. (See
Appendix P.9)
18.3 PERPETUAL PROFESSION IN RELIGIOUS INSTITUTE
This notation is made when a man or woman takes permanent or final lifelong vows to a
religious order. The notation will include the “Solemn vows”, name of the religious order, date,
and place. (See Appendix P.8)
18.4 DISPENSATION FROM RELIGIOUS VOWS
A dispensation from religious vows is the act of releasing a religious man or woman from their
permanent or lifelong vows in a religious order. The notation will include the term:
“Dispensation from vows”, [protocol number], and [date]. (See Appendix P.10)
18.5 VETITUM / MONITUM
A vetitum or monitum is a restriction on a future Marriage until permission is obtained from the
local bishop or the pastor. These restrictions are imposed by the Tribunal on one or both
parties at the time an affirmative decision is granted in a Declaration of Nullity of Marriage.
(See Appendix P.6)
18.6 FORMAL WITHDRAWALS FROM THE CATHOLIC CHURCH
In the past, Canon Law made provisions for a baptized Catholic to formally withdraw from the
church, but in 2009 the Code of Canon Law was modified to remove all references to the act of
formally withdrawing from the Catholic Church.
Therefore, parishes no longer record a formal defection in the baptismal record since this
action is no longer recorded.
19 PENANCE/RECONCILIATION
This sacrament pertains exclusively to the internal forum and, therefore, registers are never
created nor are certificates of First Reconciliation ever issued.
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20 FIRST EUCHARIST RECORDS
Each parish is to keep a First Eucharist Register in the Archdiocese of San Antonio. The
notification of sacrament is to be sent to the baptismal parish. (See Appendix L)
Proof of the first eucharist is not required to receive confirmation or the sacrament of marriage.
A First Eucharist Register contains the following information:
a. The baptismal name of the child
b. The parents named on the baptismal certificate
c. The date and place of baptism
d. The date and place of the first eucharist
e. The name of the minister
20.1 SOURCE INFORMATION
Baptismal Certificate.
20.2 NOTIFICATION OF SACRAMENT
If the person was baptized in the same parish where the first eucharist was received, a
notation of the first eucharist is also made in the Baptismal Register. Otherwise, a notice of the
first eucharist is to be sent to the parish of baptism. The notification is to include the name of
the person, their baptism date and location, and the date and place of the first eucharist.
21 CONFIRMATION RECORDS
Parishes are to maintain Confirmation Registers. (See Appendix M)
The following information is to be entered in the Confirmation Register of the parish in which
the sacrament was celebrated, not the parish in which the confirmandi were prepared:
a. The baptismal name of the child or adult, including middle name (for those coming
through the RCIA program See Chapter 16 Sacraments of Initiation Entries and Chapter
17 Baptized Christians Received into Full Communion)
b. The date and place of baptism
c. The confirmation name (optional)
d. The parents named on the baptismal certificate
e. The name of the sponsor
f. The date and place of confirmation
g. The name of the minister
21.1 SOURCE OF DATA
Baptismal certificate.
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21.2 NOTIFICATION OF CONFIRMATION
If the person was baptized in the same parish where the confirmation occurred, a notation
should also be made in the Baptismal Register.
If the person was not baptized at the same parish where the confirmation occurred, the
notification is to be sent to the parish of baptism. The notification is to include the name of the
confirmation recipient, date and place of baptism, date, and place of confirmation, and the
name of the conferring minister.
For those brought “into full communion in the Church (i.e., Profession of Faith),” the notification
is to be sent to the parish where they made their Profession of Faith, if different from the
confirmation parish. Their confirmation should then be recorded in the individual’s Baptismal
entry.
21.3 JOINT CONFIRMATION CELEBRATIONS
For joint celebrations, the parish hosting the event is required to:
a. Enter the names of all those confirmed in their Confirmation Register.
b. Issue confirmation certificates for each of the confirmed, and
c. Send notifications to the parish of baptism for each of the confirmed.
For the ease of finding these records in the future, parishes who send candidates to another
parish should create a cross-reference in their Confirmation Register. The cross-reference is
not a duplicate record, but a list of the candidates, the date, place, and minister who conferred
the sacrament with a diagonal line through the entry and a note saying, “Recorded at
__________ Parish.”
21.4 CONFIRMATION DELEGATION/RESCRIPT
When a priest has been granted faculties to confer the sacrament of confirmation by the
Archbishop, a notation should be made in the Confirmation Register following the instructions
in the delegation/rescript received. (See Appendix M.2)
Example: Minister’s Name, Special Fac., c.884, §1, date issued.
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22 MARRIAGE RECORDS
All marriages (including convalidation) are to be entered into the Marriage Register using the
information from the pre-nuptial file which is permanently kept at the parish. (See Appendix N)
22.1 MARRIAGE ENTRIES
Data to be entered into the Marriage record:
a. The full baptismal name of the spouses (the legal name for non-baptized persons)
b. Full name of both sets of parents (including mother's maiden names)
c. Full names of witnesses
d. Name of the officiating minister
e. Date and place of marriage
f. Date and place of baptism for both parties
g. Notations of any permissions, dispensations, and/or delegations obtained for the valid
celebration of the wedding (including protocol number).
The information in the prenuptial file is the source for the Marriage Register. The marginal
notation column is for the purpose of noting any permission or dispensation and other
significant factors (e.g., delegation for the minister, sanation, rescript, decree of dissolution or
nullity, or restriction on future marriages). Includes protocol number, diocese, place, and state.
(See Appendix N.1)
22.2 PRE-NUPTIAL FILES
The pre-nuptial file is to be permanently retained at the parish. The prenuptial file is to be kept
in its acid-free envelope or folder, clearly marked with both parties’ names, the date of the
marriage, and arranged in alphabetical order.
22.3 SUPPORTING DOCUMENTATION IN THE PRENUPTIAL FILE SHOULD INCLUDE:
• Baptismal certificate issued within the last six months with all notations included for both
parties. Baptized non-Catholics should present satisfactory proof of baptism.
• Completed prenuptial questionnaire
• Copy of the civil marriage certificate (in cases of convalidation)
• Any necessary, permission, dispensation, or delegation documents
• Documents of Dissolution or Declaration of Nullity (when necessary)
• Death certificate (when necessary)
• Proof of marriage preparation (certificate or letter)
• Affidavit of Free Status – bride and groom
Page 33 of 73
22.4 RELEASE OF PRE-NUPTIAL FILE
If a legitimate request for a copy of the file is made by an ecclesiastical tribunal, a photocopy or
scan of the file should be made, explicitly marked “For Canonical Investigation Only” in red ink,
and sent to the requesting tribunal. The original file should be kept at the parish.
22.5 MARRIAGE IN A CATHOLIC CHAPEL OR ORATORY
If the wedding is celebrated in a Catholic chapel or oratory (not a parish church), the
sacramental record is entered and kept at the territorial parish within whose boundaries the
chapel or oratory is located.
22.6 WEDDINGS WITH A DISPENSATION FROM CANONICAL FORM
A dispensation from canonical form is an exemption of the requirement that the marriage of a
Catholic be celebrated before two witnesses and a priest/deacon who has the faculty to assist
at marriages. This dispensation can be granted when a Catholic marries a baptized person of
another faith or non-baptized person and the marriage is celebrated by the minister of the non-
Catholic party, or civil official (e.g., a Catholic marries an Episcopalian in an Episcopal Church
by an Episcopalian minister, or to a Jew in a Jewish synagogue by a Rabbi).
If a couple is granted dispensation from canonical form, the wedding is to be recorded in the
Marriage Register in the parish of the Catholic party whose clergy prepared the couple for
marriage and requested the dispensation. The dispensation will be entered in the notation
column in the Marriage Register in the parish and recorded in the office in the diocesan curia.
Notification of the marriage must be sent to the parish of baptism of the Catholic party. (See
Appendix N.2)
22.7 CONVALIDATION
When a couple who has civilly married requests marriage in the Catholic Church, the parish
must complete the full pre-nuptial investigation and marriage preparation required for marriage
in the Catholic Church.
The source of information for the Marriage Register entry comes from the pre-nuptial file. The
civil marriage information must be recorded in the notation column including the date, place,
and officiate of the civil ceremony. (See Appendix N.3)
22.8 RADICAL SANATION
A radical sanation is the convalidation (without a renewal of consent) of a marriage that is
invalid. Radical sanation is granted by the diocesan bishop or his delegate.
When a radical sanation is granted, please follow the instructions outlined in the notice issued
by the office in the diocesan curia. Notations will be made in the Baptismal Register of the
Catholic party and in the Marriage Register entry that will include: the date, diocese, and
protocol number of the sanation. (See Appendix N.4)
Page 34 of 73
22.9 CITATIONS IN THE MARRIAGE REGISTER NOTATION COLUMN
The notation column is used to record additional information that is relevant to the marriage.
Notations should include the type of notice (delegation, dispensation, dissolution, nullity,
decree, or rescript), the date issued, diocese, and protocol number, along with any special
instructions. (See Appendix Q)
22.10 NOTIFICATION TO CHURCH OF BAPTISM
The sacramental marriage certificate is to be issued as soon as possible after the marriage
has been recorded. Notification of the marriage is to be sent to the parish of baptism for
Catholic parties. The date and place of marriage is to be recorded in the Baptismal Register
even if the place of the baptism is the same as where the marriage took place.
23 ORDINATION REGISTER
Archbishop’s delegate shall enter all ordination/reception of Holy Orders (diaconate,
presbyteral, and episcopal) within the Archdiocese of San Antonio in the Archdiocesan
Ordination Register, which is to be kept in Archdiocesan archives. The entries shall be
counter-signed by the Archbishop of San Antonio.
The following information is to be entered into the Ordination Register:
a. The baptismal name of the person ordained
b. The date and place (including city and state) of baptism
c. The date and place (including city and state) of ordination
d. The name of the ordaining minister
e. The type of ordination
23.1 NOTIFICATION OF ORDINATION TO THE CHURCH OF BAPTISM
Archbishop’s delegate must notify the parish of baptism, as soon as possible. This notification
is to include the name of the ordained, the date and place of baptism, the date and place of the
ordination, the primary ordaining minister, and the type of ordination.
24 DEATH REGISTER
All Catholic funeral liturgies shall be entered in the parish death records.
24.1 DEATH ENTRIES
The Death entry should include the following information:
a. Full name of deceased
b. The residential address of the deceased person (optional)
c. The date and place of death
Page 35 of 73
d. The date and place of burial (which may be the same as the funeral date)
e. Name of presiding clergy
Additional information may include the name of the funeral home, next of kin, and cause of
death (if known).
Register entries are to be chronologically arranged by the date of the parishioner's death. All
individuals buried from a parish, funeral home, or gravesite by a priest, deacon, or delegated
minister should be recorded in the parish's Death Register. If the deceased is registered in
another parish, a notification may be sent to that parish so a record of death may be recorded
in that parish’s Death Register also.
If more than one ceremony is administered, such as a funeral service at one parish and
memorial service at another, record the service in the corresponding parish registers. (See
Appendix O.1)
24.2 NON-CATHOLIC BURIALS
A priest presiding at a non-Catholic burial will make an entry in their parish's Death Register.
Notate the religion of the deceased and the services provided. (See Appendix O.2)
24.3 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 of the ashes' interment. (See Appendix O.3)
25 SUPPORT TO OUR PARISHES
The Archives and Records Management Office is here to assist parishes with any questions
related to the care, preservation, or maintenance of their sacramental records. The Archives
can assist in assessing records, preservation, and care, they provide routine sacramental
records training workshops, and provide guidance on unusual recording situations.
It is prohibited to allow the general public to view sacramental records. Priests and parish staff
members are asked to redirect researchers and genealogists to the Archives and Records
Management Office. The archives will make available those records which are open to
research.
Please do not hesitate to contact the Archives & Records Management Office with any
questions or concerns, Archives & Records Management Office, (210) 734-1959,
archive@archsa.org or online http://www.archsa.org/archives.
Page 36 of 73
26 APPENDIXES
TABLE OF CONTENTS
A. Delegation Letter 38
B. Dean Parish Inspection Form 39
C. Sacramental Registers Inventory Form 43
D. Authorization for Release of Information Form 44
E. Affidavit for Witness to Baptism 46
F. Affidavit to Paternity 47
G. Affidavit for Witness to Confirmation 48
H. Affidavit for Witness to Marriage 49
I. Sacramental Certificate Examples 50
J. Making Corrections Changes or Additions in Registers 57
K. Baptismal Register Entry Examples 58
L. First Eucharist Register Entry Example 61
M. Confirmation Register Entry Example 61
N. Marriage Register Entry Examples 62
O. Death Register Entry Examples 63
P. Baptismal Register Notification Entry Examples 64
Q. Marriage Register Notification Entry Examples 67
R. Glossary of Terms 69
S. Glossary of Latin Terms 72
Page 37 of 73
Parish Letterhead
with address and other contact information
Date
Full N
ame of Delegate
Full Address of Delegate
Re: Specific Delegation for
Name of Delegate, Position
Dear Name of Delegate:
I, Pastor Name , hereby delegate you Staff member name , in your position as
Parish Secretary (or other role/position) , to act/sign on my behalf in the following situations:
1. Sign sacramental certificates when I am not available to do so. You will sign your own name on
the signature line, then print your name followed by “Delegate of Rev. .
2. Make entr
ies in a sacramental register or death register for a sacrament already administered or
in the death register for a funeral or graveside service completed.
Only the Pastor has the authority to delegate the duties listed above, therefore, you may not
subdelegate or assign your delegated responsibilities to another person.
Since
rely in Christ,
Rev.
Pastor, St.
Page 38 of 73
A. DE
LEGATION LETTER
Date of Inspection: ______________________
FRM-Dean_Parish_Inspection_v01-20220524 1
ARCHDIOCESE OF SAN ANTONIO
Dean Parish Inspection Form
Parish Name: ____________________________
____________________________________
Address: ____________________________________________________________________
Deanery: __________________________ Pastor: _______________________________
Years Covered in Inspection: ____________ to _______________
I. SACRAMENTAL RECORD INSPECTION
Canon 555 §1.3 The dean has the duty and the right: to ensure that religious functions are celebrated according to the
provisions of the sacred liturgy; that the elegance and neatness of the churches and sacred furnishings are properly
maintained, particularly in regard to the celebration of the Eucharist and the custody of the blessed Sacrament; that the
parish registers-are correctly entered and finally, that the parochial house is looked after with care.
YES NO
All registers are stored in a fire-resistant cabinet/safe that is locked with limited access with
room to retrieve without damaging the book? If not, why
not______________________________________________________________
YES NO
Do they have an up-to-date inventory of registers completed by before an incoming pastor?
YES NO
Has a copy been sent to the Archives and Records Management Office?
YES NO
Are Mission Registers separate from Parish Registers?
YES NO
Do they have all appropriate registers? (Baptism, Register of Catechumens, Book of Elect,
First Eucharist, Confirmation, Marriage, and Death Registers)
Refer to the Sacramental Records Handbook for complete listing what is required in the registers.
Please sign and date each register upon completion of inspection.
BAPTISM REGISTER INSPECTION
YES
NO
Are all years entered and signed/initialed by Pastor?
YES
NO
Entries are in an acid-free bound volume?
YES
NO
Are entries clean of labels, post-it notes, staples, paper clips, or tape?
YES NO
Are all entries printed, easy to read and complete? (If a required column is blank, is there a
line or written words “none given” written in the column)
YES NO
Was there evidence of baptized Christians received into Full Communion in the register? If
not, why not?
What is the general condition of the registers?
EXCELLENT
GOOD
FAIR
POOR
Comments:
Page 39 of 73
B-1 DEAN PARISH INSPECTION FORM
Date of Inspection: ______________________
FRM-Dean_Parish_Inspection_v01-20220524 2
FIRST EUCHARIST REGISTER INSPECTION
YES
NO
Are all years entered and signed/initialed by Pastor?
YES
NO
Entries are in an acid-free bound volume?
YES
NO
Are entries clean of labels, post-it notes, staples, paper clips, or tape?
YES
NO
Are all entries printed, easy to read and complete? (If a required column is blank, is
there a line or written words “none given” written in the column)
What is the general condition of the registers?
EXCELLENT
GOOD
FAIR
POOR
Comments:
CONFIRMATION REGISTER INSPECTION
YES
NO
Are all years entered and signed/initialed by Pastor?
YES
NO
Entries are in an acid-free bound volume?
YES
NO
Are entries clean of labels, post-it notes, staples, paper clips, or tape?
YES
NO
Are all entries printed, easy to read and complete? (If a required column is blank, is
there a line or written words “none given” written in the column)
YES
NO
If diocesan bishop did not preside, is delegation information included?
What is the general condition of the registers?
EXCELLENT
GOOD
FAIR
POOR
Comments:
MARRIAGE REGISTER INSPECTION
YES
NO
Are all years entered and signed/initialed by Pastor?
YES NO
Entries are in an acid-free bound volume?
YES NO
Are entries clean of labels, post-it notes, staples, paper clips, or tape?
YES NO
Are all entries printed, easy to read and complete? (If a required column is blank, is there
a line or written words “none given” written in the column)
YES NO
Convalidated marriages include information of the civil marriage in the notation column
(date, place, and who presided)?
What is the general condition of the registers?
EXCELLENT
GOOD
FAIR
POOR
Comments:
Page 40 of 73
B-2 DEAN PARISH INSPECTION FORM
Date of Inspection: ______________________
FRM-Dean_Parish_Inspection_v01-20220524 3
DEATH REGISTER INSPECTION
YES
NO
Are all years entered and signed/initialed by Pastor?
YES
NO
Entries are in an acid-free bound volume?
YES
NO
Are entries clean of labels, post-it notes, staples, paper clips, or tape?
YES
NO
Are all entries printed, easy to read and complete? (If a required column is blank, is there a
line or written words “none given” written in the column)
YES
NO
Entries are chronologically arranged by death?
What is the general condition of the registers?
EXCELLENT GOOD FAIR POOR
Comments:
II. OBSERVATION OF CONDITION AND APPEARANCE OF PROPERTY
This is not the "insurance inspection," but a general observation of the overall condition and appearance
of the property.
1. Is t
here any work on one or more of the parish structures which is being planned or in need? If so, explain
2. Are t
here any additional building or structures that are needed?
Excellent
Good
Fair
Poor
Church
Rectory
Parish Hall
Parking Lot
School
Classrooms
Other buildings:
Page 41 of 73
B-3 DEAN PARISH INSPECTION FORM
Date of Inspection: ______________________
FRM-Dean_Parish_Inspection_v01-20220524 4
III. LITURGICAL FURNISHINGS
AND VESTMENTS
The dean and pastor’s discussion on the general condition of the vestments and liturgical furnishings.
1. Please describe the conditions and needs of the vestments?
2. Please describe the conditions and needs of the liturgical furnishings (chalices, ciboria, altar cloth)?
Please send a completed form to the Chancellor and retain a copy for parish records.
Signature of Dean or Delegate Date
Signature of the Pastor Date
Page 42 of 73
B-4 DEAN PARISH INSPECTION FORM
ARCHDIOCESE OF SAN ANTONIO Archives and Records Management
2718 W. Woodlawn | San Antonio, Texas 78228-0410 | Phone: (210)734-1959 | Fax: (210) 734-7021 | Email: [email protected]
Send completed inventory forms to by email: [email protected] or mail to: Archives and Records Management
Office, Archdiocese of San Antonio, 2718 W. Woodlawn Ave, San Antonio, TX 78228
ARM-FRM-SacramentalRegisterInventory-v1.2
SACRAMENTAL REGISTERS INVENTORY FORM
Inventory before a new pastor is assigned to the parish.
PARISH/MISSION NAME __________________________________________________
Inventoried by Year
Condition Key: Fair: pages pulling from binding, binding broken; Good: minor wear and tear; Excellent: no problems.
Please keep all documentation for any rebinding/repair work.
Type of
Register
Vol
.
Section / Vol. #
(Combination/Missio
ns)
Date Span
Pages
filled
Condition
(Fair,
Good,
Excellent)
Index
Notes (damage, special entries,
repair work)
1
2
3
4
5
6
7
8
9
10
Current Location of Books
List any books that can be found in a digital database and type of database?
Does your parish maintain a separate index to these books (i.e. Word or Excel or cards)?
List books backed up with microfilm/digital images:
SIGNATURE of person completing this form: ________________________________________
Phone: __________________ Email: ________________ Date: ____________
Page 43 of 73
C. S
ACRAMENTAL REGISTERS INVENTORY FORM
ARCHDIOCESE OF SAN ANTONIO Archives and Records Management
2718 W. Woodlawn | San Antonio, Texas 78228-0410 | Phone: (210)734-1959 | Fax: (210) 734-7021 | Email: [email protected]
ARC-FRM-AuthorizationReleaseOfInformation-Notarization-v1.03
Authorization for Release of Information
I, , hereby authorize the Roman Catholic Archdiocese of San
Antonio of Texas to release a copy (or copies) of my:
School Transcripts
Sacramental Records
To ____________________________________________________________________________________
(First and last name of Person or Name of Organization)
Address of Person/Organization: ______________________________________________________________________
Address City/State/Zip Code: ______________________________________________________________________
I hereby represent that all the above information is true and accurate, and I agree to indemnify and hold
harmless the Roman Catholic Archdiocese of San Antonio, its Bishop and successors in office, the aforesaid
parish and all the other persons connected with them from any liability for releasing this information
pursuant to my request.
Signatur
e:
(Sign in the Presence of a Notary)
Print Name:
State of:
County of:
NOTARY ONLY
I hereby certify that on this day of , 20
Personally appeared before me the signer and subject of the above form, who signed or attested to the same in my presence,
and presented the following form of identification as proof of his or her identity:
Driver’s License or Govt. Identification Card
U.S. Passport
U.S. Military ID Card
State Identification Card
Notary P
ublic:
(Print Name)
My Commission Expires:
Notary Public Signature: ____________________________________
PLEASE ATTACH COPIES OF IDENTIFICATION WITH FORM. FORM VALID FOR A SINGLE REQUEST.
OFFICE USE ONLY
Date Received __________________________ Received by __________________________________________
Attach form with a copy of record released and keep until the end of the calendar year +3 years, then dispose of properly. If for civil record verification, please send form
and copy of record released to the Archives and Records Management Office.
Page 44 of 73
D-1. AUTHORIZATION FOR RELEASE OF INFORMATION
ARCHDIOCESE OF SAN ANTONIO Archives and Records Management
2718 W. Woodlawn | San Antonio, Texas 78228-0410 | Phone: (210)734-1959 | Fax: (210) 734-7021 | Email: [email protected]
ARC-FRM-AuthorizationReleaseOfInformation-Parish-v1.03
Authorization for Release of Information
I, , hereby authorize the Roman Catholic Archdiocese of San
Antonio of Texas to release a copy (or copies) of my:
School Transcripts
Sacramental Records
To ____________________________________________________________________________________
(First and last name of Person or Name of Organization)
Address of Person/Organization: ______________________________________________________________________
Address City/State/Zip Code: ______________________________________________________________________
I hereby represent that all the above information is true and accurate, and I agree to indemnify and hold
harmless the Roman Catholic Archdiocese of San Antonio, its Bishop and successors in office, the aforesaid
parish and all the other persons connected with them from any liability for releasing this information
pursuant to my request.
Signatu
re:
(Sign in the Presence of a Notary)
Print Name:
State of:
County of:
PARISH STAFF ONLY
I hereby certify that on this day of , 20
Personally appeared before me the signer and subject of the above form, who signed or attested to the same in my presence,
and presented the following form of identification as proof of his or her identity:
Driver’s License or Govt. Identification Card
U.S. Passport
U.S. Military ID Card
State Identification Card
Parish
Staff Name:
(Print Name)
Parish Staff Title:
Parish Staff Signature: ____________________________________
PLEASE ATTACH COPIES OF IDENTIFICATION WITH FORM. FORM VALID FOR A SINGLE REQUEST.
OFFICE USE ONLY
Date Received __________________________ Received by __________________________________________
Attach form with a copy of record released and keep until the end of the calendar year +3 years, then dispose of properly. If for civil record verification, please send form
and copy of record released to the Archives and Records Management Office.
Page 45 of 73
D-
2. AUTHORIZATION FOR RELEASE OF INFORMATION - PARISH
ARCHDIOCESE OF SAN ANTONIO Archives and Records Management
2718 W. Woodlawn | San Antonio, Texas 78228-0410 | Phone: (210)734-1959 | Fax: (210) 734-7021 | Email: [email protected]
ARM-FRM Affidavit Of Witness To Baptism v1.2
OFFICE USE ONLY
Date affidavit received: ___________________
Received by: ___________________________
Parish receiving affidavit:
______________________________________
______________________________________
Parish address:
______________________________________
______________________________________
______________________________________
Form should be placed in Baptismal Register’s
Supporting Document File
after being updated.
Affidavit of Witness to Baptism
In the presence of Rev. _______________________________________________________________,
I, ________________________________________________________________________, attest that
(Printed name of person providing Affidavit)
Full name of person baptized: _____________________________________________________
Born on: _______________________________________ at_________________________________________
(City, State)
Full name of father: __________________________________________________________________________
Full name of mother (including maiden name): _____________________________________________________
Was baptized into the Roman Catholic Church on: __________________________________________________
At th
e Church of: ______________________________________, _____________________________________
(City, State)
Spon
sors: ___________________________________________, ______________________________________
Mini
ster of the baptism: ________________________________________________________________________
I know this because I am (please check all that apply):
____ a parent
____ a godparent
____ a person present at the ceremony
____ the minister of baptism
Plea
se describe other information that supports the fact of baptism:
____________________________________________________________________________________________
____________________________________________________________________________________________
____________________________________________________________________________________________
_____________________________________________
Signature of Affiant Date
______________________________________________
Signature of Pastor Date
Page 46 of 73
E
. AFFIDAVIT OF WITNESS TO BAPTISM
ARCHDIOCESE OF SAN ANTONIO Archives and Records Management
2718 W. Woodlawn | San Antonio, Texas 78228-0410 | Phone: (210)734-1959 | Fax: (210) 734-7021 | Email: [email protected]
ARM-FRM-AffidavitOfPaternity-v1.2
OFFICE USE ONLY
Date affidavit received: ___________________
Received by: ___________________________
Parish receiving affidavit:
______________________________________
______________________________________
Parish address:
______________________________________
______________________________________
______________________________________
Form should be placed in Baptismal Register’s
Supporting Document File
after being updated.
Affidavit of Paternity
Registration of Baptism: Code of Canon Law, c. 877, §2 “If it is a question of a child born of an unmarried mother, the
name of the mother is to be inserted if there is public proof of her maternity or if she asks this willingly, either in writing or
before two witnesses; likewise, the name of the father is to be inserted if his paternity has been proved either by some
public document or by his own declaration before the pastor and two witnesses; in other cases, the name of the one
baptized is recorded without any indication of the name of the father or the parents.”
In the presence of Rev. ___________________________, _________________________Catholic Church
I, ___________________________________________, attest that I am the biological father of
(Printed name of person providing Affidavit)
___________________________________, who was born on ________________________, in the city and
(Name of baptized child) (Date of child’s birth)
state of _______________________________.
(City, State)
Two Witnesses (Required):
Witness #1 Witness #2
Printed Name: _________________________________ Printed Name: ________________________________
Address: ______________________________________ Address: _____________________________________
City, State, Zip: _________________________________ City, State, Zip
: _____________________________
_________________________________________ _______________________________________
Signature of Witness #1 Date Signature of Witness #2 Date
ID provided (Required): Biological father’s state ID card, driver license, or US military, OR two forms of
other identification. (Please check the box after verifying identity)
_____________________________________________
Signature of Affiant (Biological father) Date
______________________________________________
Signature of Pastor Date
Page 47 of 73
F. AFFIDAVIT OF P
ATERNITY
ARCHDIOCESE OF SAN ANTONIO Archives and Records Management
2718 W. Woodlawn | San Antonio, Texas 78228-0410 | Phone: (210)734-1959 | Fax: (210) 734-7021 | Email: [email protected]
ARM-FRM-AffidavitOfWitnessToConfirmation-v1.2
Affidavit of Witness to Confirmation
In the presence of Rev. _______________________________________________________________,
I, ________________________________________________________________________, attest that
(Printed name of person providing Affidavit)
Full name of person confirmed: _____________________________________________________
Baptized on ______________________________ at _______________________________________________,
(Date) (Parish)
_________________________________________________________________.
(City, State)
Born on: _______________________________________ at_________________________________________
(City, State)
Full n
ame of father: __________________________________________________________________________
Full name of mother (including maiden name): _____________________________________________________
Was confirmed into the Roman Catholic Church on: __________________________________________________
At the
Church of: ______________________________________, _____________________________________
(City, State)
Spons
ors: ___________________________________________.
Minis
ter of the confirmation: _______________________________________________________________________
I know this because I am (please check all that apply):
____ a parent
____ a godparent
____ a person present at the ceremony
____ the minister of confirmation
Pleas
e describe other information that supports the fact of confirmation:
____________________________________________________________________________________________
____________________________________________________________________________________________
____________________________________________________________________________________________
_____________________________________________
OFFICE USE ONLY
Date affidavit received: ___________________
Received by: ______________
_____________
Parish receiving affidavit:
_____________________________________
______________________________________
Parish address:
______________________________________
______________________________________
______________________________________
Form should be placed in Baptismal Register’s
Supporting Document File
after being updated.
Signature of Affiant Date
______________________________________________
Signature of Pastor Date
Page 48 of 73
G. AFFIDAVIT OF WITNESS TO CONFIRMATION
ARCHDIOCESE OF SAN ANTONIO Archives and Records Management
2718 W. Woodlawn | San Antonio, Texas 78228-0410 | Phone: (210)734-1959 | Fax: (210) 734-7021 | Email: [email protected]
ARM-FRM-InvestigationofMarriageAffidavit-v1
Investigation of Marriage - Witness
Full Name of Witness: _________________________________________________________________
Address of Witness: ___________________________________________________________________
Name of Groom: _____________________________________________________________________
Name of Bride: _______________________________________________________________________
Location of Event: _____________________________________________________________________
Date of Event: ________________________________________________________________________
Name of Minister presiding: ______________________________________________________________
Name of sponsors, (commonly the Best Man and Maid of Honor), if known:
____________________________________________________________________________________
Please describe to the best of your ability the event you attended:
What parts of the event that you witnessed, made you believe this was a wedding as opposed to a vow renewal
or a blessing of a marriage?
Signature of Witness Date
OFFICE USE ONLY
Affidavit received by _________________________________ Date: __________________
Statement review and instructions for parish
Signature of Vice Chancellor, Date
Marriage entry should appear as:
Page 49 of 73
H. INV
ESTIGATION OF MARRIAGE - WITNESS
I. SACRAMENTAL CERTIFICATES EXAMPLES
I.1 EXAMPLE OF INTIAL BAPTISM CERTIFICATE
236 E. Petaluma Blvd. San
Antonio, Texas 78221
Thi$ i$ to Crtif g
Ezabeth Mae Evers
15 Day of
May 2011
5
NO NOTATIONS
Mar
g
ie Lon
g
oria
ol. 5
5
Page 50 of 73
3
10
�t. nn Catholic Church
210 St. Ann St.
San Antonio, Texas 78201
rtifieat of apth;m
Thi$ i$ to Crtif g
1991
7 , l O ,
8/3/20201
9
I.2 EXAMPLE OF BAPTISM CERTIFICATE FOR THOSE RECEVIED INTO FULL COMMUNION
Page 51 of 73
I.3 EXAMPLE OF FIRST EUCHARIST CERTIFICATE
Our
bady of Prpt
ual
l
p
138 W. Austin St.
New Braunfels, TX 78130
Thfa� i to rtifg
vol. 5 ,
pg
. 15 , ent 4
5
Page 52 of 73
I.4 EXAMPLE OF CONFIRMATION CERTIFICATE
Thi$ i$ to C
rtif g
Amea Lopez
Reivd th �aeramnt of nfirmation
vol. 2 pg. 15 ent 23
v j �
Page 53 of 73
I.5 EXAMPLE OF MARRIAGE CERTIFICATE
307 E. Losoya St.
Del Rio, Texas 78840
Page 54 of 73
5
�aint Josph Catholic Church
114 E. Frio
Dilley, Texas 78017
Crtifieat of �apti$m
Sara Garcia
pg.
9
I.6 EXAMPLE OF UPDATED BAPTISMAL CERTIFICATE
Page 55 of 73
I.7 EXAMPLE OF BAPTISM HEL D BY PARISH OTHER THAN WERE IT WAS ADMINISTERED
�aint nthony Chureh
5
16505 Kilowa Rd.
Elmendorf, Texas 78112
rtifieat of apth;m
Thi$ i$ to Crtif g
Maria Lopez
Matteo Lopez
San Antonio, TX
May 1965
Iaculate Conception, Canada Verde, TX
Rev. Raul Prieto, O.S.A.
Jose Herrera
ol.
J w � V�
06/05/2012
Page 56 of 73
J. MAKING CORRECTIONS, CHANGES OR ADDITIONS IN REGISTERS
J.1 M
aking Corrections
Name Place & Date
of Birth
Date of
Baptism
Father’s Name
Mother’s Maiden Name
Sponsors Minister Date/Place of
Confirmation
Notations
Janek
JW
1/1/2021
Jacobs, Anna
Louise
8/28/1960,
H
ouston,
TX
October 3,
1960
Michael Janek
Patricia McAllen
Edward Janek
Joanna McAllen
Rev. Joseph
Nowak
J.2 Missing Record
Name Place & Date
of Birth
Date of
Baptism
Father’s Name Mother’s
Maiden Name
Sponsors Minister Date/Place of
Confirmation
Notations
Martinez,
Antonio
06/25/1972,
Dilley, TX
October 3,
1975
Eduardo Martínez
María Ramos
Not given
Not given
Rev.
Sebastian
Valles,OCD
Missing record based
on the testimony of
Maria Ramos,
11/12/1990
Enter name in original Register index where the record should have appeared with a cross reference to the missing entry.
Example: Martinez, Antonio see Vol. 3, pg. 101, entry 300
J.3 Making Changes
Name Place & Date of
Birth
Date of
Baptism
Father’s Name
Mother’s Maiden Name
Sponsors Minister Date/Place of
Confirmation
Notations
Martinez,
[Pablo]
Antonio
6/25/1940,
Dilley, TX
July 5, 1958 Eduardo Martínez
María Ramos
Jorge Martinez
Sara Garcia
Rev.
Sebastian
Valles,
C.I.C.M
.
5/
10/1954
St. Andrew,
Lytle,TX by
Apb. Lucey
Legal name change
per birth certificate
#123456 on
05/12/1972.
C
opy of birth certificate to be placed in Supporting Document folder to corresponding register. Notate register title, volume number, page,
and entry number on copy of the birth certificate.
Page 57 of 73
K. BAPTISMAL REGISTER ENTRY EXAMPLES
K.1 Basic Baptismal Entry
Name Place & Date
of Birth
Date of
Baptism
Father’s Name Mother’s
Maiden Name
Sponsors Minister Date/Place of
Confirmation
Notations
Harper,
Olivia Jane
2/18/2006,
Nixon, TX
January 5,
2007
John Andrew Harper
Maria Treviño
Arturo Treviño
Elisa Harper
Rev. Thomas Parker
Rev. Thomas
Parker
K.2 Proxy Sponsors
Name Place & Date
of Birth
Date of
Baptism
Father’s Name Mother’s
Maiden Name
Sponsors Minister Date/Place of
Confirmation
Notations
Alejo, Juan
Angel
5/15/2011,
Gonzales, TX
June 5,
2012
Eduardo Alejo
Elizabeth Mae Evers
Manuel Longoria
Margie Longoria
Rev. Richard Vasquez
Rev. Richard
Vasquez
Ethan Evers, Proxy
Norman Walker, proxy
K.3 Single Parent/Unmarried Parent
Name Place & Date of
Birth
Date of
Baptism
Father’s Name
Mother’s Maiden Name
Sponsors Minister Date/Place of
Confirmation
Notations
Morrison,
Jeanna
4/30/1939,
New Braunfels,
TX
November
5,
1942
unspecified
Gertrude Ann Morrison
Robert Morrison
Katy Harold
Rev. Alonso
Rodriguez
K.4 Ascription to Proper Church / Change of Rite
Name Place & Date of
Birth
Date of
Baptism
Father’s Name
Mother’s Maiden Name
Sponsors Minister Date/Place of
Confirmation
Notations
Richards,
Martin
10/01/2000
San Antonio,
TX
November
10, 2021
Edward Richards
Frances Luna
Sarah Richards
Mario Luna
Rev. David
Williams
Rev. David
Williams
Transfer of rite from
Russian to Latin,
Congregation for
Eastern Churches
protocol #2901, Jan. 1,
2001
Page 58 of 73
K.5 Change of Rite for Adopted Child
Name Place & Date
of Birth
Date of
Baptism
Father’s Name
Mother’s Maiden Name
Sponsors Minister Date/Place of
Confirmation
Notations
Richards,
Martin
10/01/2000
San Antonio,
TX
November
10, 2021
Edward Richards
Frances Luna
Sarah Richards
Mario Luna
Rev. Adam
Williams
Rev. Adam
Williams
Adopted Case #10239,
Bexar Co. San Antonio, TX
5/30/2001. Transfer of rite
from Russian to Latin,
Congregation for Eastern
Churches protocol #2901,
Jan. 1, 2001.
K.6 Same Sex Parents
Name Place & Date
of Birth
Date of
Baptism
Father’s Name
Mother’s Maiden Name
Sponsors Minister Date/Place of
Confirmation
Notations
Peterson, Troy
Andrew
11/1/2006,
Helotes, TX
November
13, 2007
William Peterson
Harold Obregon
Pamela Harrison
Rev. Adam
Williams
Rev. Adam
Williams
Adopted by John
Harrison, 08/10/2007,
#28568, Bexar County, TX
K.7 Conditional Baptism
Name Place & Date
of Birth
Date of
Baptism
Father’s Name
Mother’s Maiden Name
Sponsors Minister Date/Place of
Confirmation
Notations
Richardson,
Lisa Marie
12/18/1988
San Antonio,
TX
January 8,
1990
John Richardson
Lucy Cartwright
Todd Arnold
Lisa Palacios
Rev. Michael
O’Fallon
Rev. Michael
O’Fallon
Conditional baptism.
K.8 Emergency Baptism
Name Place & Date
of Birth
Date of
Baptism
Father’s Name
Mother’s Maiden Name
Sponsors Minister Date/Place of
Confirmation
Notations
Olivares, Peter
1/30/2005,
San Antonio,
TX
January 30,
2005, Santa
Rosa Hospital
Hector Olivares
Janie Bryant
Robyn Bryant
Maggie
Harold, RN
Emergency baptism.
Page 59 of 73
K.9 Emergency Baptism—Rites Supplied
Name Place & Date
of Birth
Date of Baptism Father’s Name
Mother’s Maiden Name
Sponsors Minister Date/Place of
Confirmation
Notations
Olivares,
Peter
1/30/2005,
San Antonio,
TX
January 30, 2005,
Santa Rosa
Hospital
Hector Olivares
Janie Bryant
Robyn Bryant
Maggie
Harold, RN
Emergency baptism.
Rites supplied, 7/10/
2005 at St. Matthew,
Jourdanton, TX.
K.10 Person Received into Full Communion
Name Place & Date
of Birth
Date of Baptism Father’s Name
Mother’s Maiden Name
Sponsors Minister Date/Place of
Confirmation
Notations
Fuller,
William
10/30/1980
San Angelo,
TX
February 3, 1981
Anglican Church of
the Good Shepherd,
San Angelo, TX
POF April 7, 2011
SFC, San Ant TX
Robert Fuller
Sabrina Martinez
Charles Synder
Josephine Fuller
POF: Richard
Lopez
Rev.
William
Roberts
FHC & Confirmation
4/7/2011 San Fernando
Cathedral, Archbishop
Garcia-Siller
K.11 Child Received into the Church Through Parents Reception into Full Communion —Prior to Age of Reason
Name Place & Date
of Birth
Date of Baptism Father’s Name
Mother’s Maiden Name
Sponsors Minister Date/Place of
Confirmation
Notations
Jones, Michael
James
4/4/2008,
Fort Worth,
TX
July 11, 2009,
Holy Trinity
Lutheran, Forth
Worth, TX
Benjamin Jones
Mary Anne Andrews
Jacob Flax
Angela Rhodes
Rev. Jose
Garcia
Rev. Jose
Garcia
Received into the
Church through
parents’ POF 4/7/2010
SFC, San Ant, TX
K.12 Adoption—Original Baptism Record Before Adoption with Updates
Name Place & Date
of Birth
Date of
Baptism
Father’s Name Mother’s
Maiden Name
Sponsors Minister Date/Place of
Confirmation
Notations
Garcia
[Cavazos],
Juan
9/3/1955,
Austin, TX
October 6,
1956
[Jorge Cavazos]
[Lucia Longoria]
Richard Garcia
Ana Ruiz
[Ramon
Longoria]
[Lupita Salas]
Rev.
Richard
Palmer
Adopted Case #10239,
Bexar Co. San Antonio,
TX 5/30/2001
Page 60 of 73
K.13a Adoption—Original Baptism Record Before Adoption with Updates (Step 1)
Name Place & Date
of Birth
Date of Baptism Father’s Name
Mother’s Maiden Name
Sponsors Minister Date/Place of
Confirmation
Notations
Garcia
[Cavazos],
Juan
9/3/1955,
Austin, TX
October 6, 1956
[Jorge Cavazos]
[Lucia Longoria]
Richard Garcia
Ana Ruiz
[Ramon
Longoria]
[Lupita Salas]
Rev. Richard
Palmer
Adopted Case #10239,
Bexar Co. San Antonio,
TX 5/30/2001
K.13b Adoption—New Baptism Record in Adopted Parents Parish (Step 2)
Name Place & Date
of Birth
Date of Baptism Father’s Name
Mother’s Maiden Name
Sponsors Minister Date/Place of
Confirmation
Notations
Garcia,
Juan
9/3/1955,
Austin, TX
October 6, 1956,
Sacred Heart,
Austin, TX
Richard Garcia
Ana Ruiz
Rev. Richard
Palmer
Original Entry see
Sacred Heart, Austin, TX
Vol. 5 pg. 15 entry 45.
L. FIRST EUCHARIST REGISTER ENTRY EXAMPLE
Baptismal Name Place and Date of Baptism Father’s Name
Mother’s Maiden Name
Date/Place of First Communion
Minister
Cadena, Maria
Isabel
8/30/1974
San Fernando, San Antonio, TX
Jose Cadena
Amelia Lopez
4/18/1981 San Fernando
Cathedral, San Antonio, TX
Rev. Bernard Popp
M. CONFIRMATION REGISTER ENTRY EXAMPLE
M.1 Basic Confirmation Entry
Date: May 25, 1991 at Our Lady of Guadalupe, San Antonio Administered by Minister – Right Rev. Bishop Bernard Popp
Baptismal Name and Family
Name
Confirmation Name Age Place and Date of Baptism Father’s Name
Mother’s Maiden Name
Sponsors
Cadena, Maria Isabel Josephine 17 8/30/1974
San Fernando, San Antonio, TX
Jose Cadena
Amelia Lopez
Adelina Baez
Page 61 of 73
M.2 Confirmation with Delegation/Rescript Entry
Date: May 25, 2019 at Our Lady of Guadalupe, San Antonio Administered by Minister: Very Rev. John P. Nolan, VF,
Special Fac., c. 884, §1, May 20, 2019
Baptismal Name and Family
Name
Confirmation Name Age Place and Date of Baptism Father’s Name
Mother’s Maiden Name
Sponsors
Klein, Joseph St. Thomas Aquinas 17 2/19/2002
St. Mary, Fredricksburg TX
Donald Klein
Marie Beckman
Barry Eliens
N. MARRIAGE RECORD ENTRY EXAMPLES
N.1 Basic Marriage Entry
Contracting Parties Residence Date & Place
of Marriage
Date & Place of
Baptism
Parents Witnesses Priest Banns, Dispensations,
Remarks
Mitchell, Henry
Robert
100 Yale
San Antonio,
TX 78222
December
16, 2018
St. Anthony
de Padua,
San Antonio,
TX
9/5/1987, St. Leos,
San Antonio, TX
George Mitchell
Beth Adams
Michael Ralls
Rev.
Marshall
Jamison
Rev.
Marshall
Jamison
Stevens, Marissa
400 W. Pyron
San Antonio,
TX 78222
3/7/1989, Our
Lady of
Guadalupe,
Monterrey, CA
John Stevens
Antonia Ralls
Joanne Perkins
N.2 Weddings with a Dispensation from Canonical Form
Contracting Parties Date & Place
of Marriage
Date & Place of
Baptism
Parents Witnesses Minister Banns, Dispensations, Remarks
Russo, Salvatore Sept. 2, 1998,
Trinity
Baptist,
San
Antonio, TX
September 30,
1964, St. Timothy,
San Antonio, TX
Giovanni Russo
Marcela Marino
Antonio Bruno Pastor
Jim
Baker
Dispensation from
canonical form, San
Antonio in TX, June 20,
1998.
Johnson, Gertrude April 7, 1970,
First Baptist,
Trinity Baptist,
San Antonio, TX
Matthew Johnson
Marybeth Moore
Lisa Johnson
Page 62 of 73
N.3 Convalidation (including an example of delegation)
Contracting Parties Residence Date & Place
of Marriage
Date & Place of
Baptism
Parents Witnesses Priest Banns, Dispensations,
Remarks
Walker, Eric
100 Blanco
Rd San
Antonio, TX
January 4,
1969
Our Lady of
Mt. Carmel,
Bigfoot, TX
3/10/1945,
St. Peter the
Apostle,
Boerne, TX
Robert Walker
Josie Hogg
Frank
Martinez
Rev. Peter
O’Donnell;
Delegated
by Rev.
Antonio
Hernandez
Civil marriage on Sept.
2, 1968, San Antonio,
TX by Judge Ryan
Avila.
Del los Santos,
Vanessa
200 Houston
St. San
Antonio, TX
11/4/ 1948,
Sacred Heart,
Campbellton, TX
Jerry De los Santos
Paloma Barra
Guadalupe
Barra
N.4 Radical Sanation
Contracting
Parties
Residence Date & Place
of Marriage
Date & Place of
Baptism
Parents Witnesses Priest Banns, Dispensations, Remarks
Perry, Reid
100 Aurora
Field San
Antonio TX
78222
December 3,
1985
San Antonio,
TX
7/21/1958, St. Leo,
San Antonio, TX
Michael Perry
Rose Leander
Jerry Gomez Judge
Theodore
Watkins
Sanated by Bishop of
SanAnt in TX, May 6,
2000.
Garza, Maria de
los Angeles
100 Keats,
San Antonio,
TX 78222
5/9/1964, Piedras
Negras, Coahuila,
MX
Ezequiel Garza
Ma. Esther
Hernández
Alice Gomez
O. DEATH REGISTER ENTRY EXAMPLES
O.1 Basic Death Entry
Name Age Residential Address Name of
Nearest Relative
Date of Death Sacraments Attending
Priest
Date and Place of
Burial
Remarks
Contreras,
Florentino
47
5001 W. Woodlawn
Ave. San Antonio, TX
78228
Juana
Alvarado
March 12,
1941
Rev. M. Nino
C.M.F.
March 14, 1941,
San Fernando No. 2
Car accident; M.E.
Rodriguez Funeral
Page 63 of 73
O.2 Non-Catholic Burials
Name Age Residential Address Name of
Parents, or Wife
or Husband
Date of Death Sacraments Priest Date and Place of
Burial
Remarks
Contreras,
Florentino
47 5001 W. Woodlawn
Ave. San Antonio, TX
78228
Wife, Juana
Alvarado; 6
daughters, 5
sons
March 12,
1941
Graveside
service only
Rev. M. Nino
C.M.F.
March 14, 1941
Fort Sam Houston,
San Antonio, TX
Lutheran
O.3 Cremation
Name Age Residential Address Name of
Parents, or Wife
or Husband
Date of Death Sacraments Attending Priest Date and Place of
Burial
Remarks
Contreras,
Florentino
47 5001 W. Woodlawn
Ave. San Antonio, TX
78228
Wife, Juana
Alvarado
March 12,
1941
Funeral
mass only
Rev. M. Nino
C.M.F.
March 19, 2000 cremation
P. BAPTISMAL REGISTER NOTIFICATION ENTRY EXAMPLES
P.1 First Eucharist
Name Place & Date
of Birth
Date of
Baptism
Father’s Name
Mother’s Maiden Name
Sponsors Minister Date/Place of
Confirmation
Notations
Schnider,
Anna Marie
September
4, 1980,
Seguin, TX
August 30,
1980
Mark Schnider
Hanna Reicher
Joseph Meyers
Sarah Reed
Rev. Michael
West, OFM
Rev. Michael
West, OFM
FHC 4/3/1987, OLG,
SATX.
----------------------------
Page 64 of 73
P.2 Confirmation
Name Place & Date
of Birth
Date of
Baptism
Father’s Name
Mother’s Maiden Name
Sponsors Minister Date/Place of
Confirmation
Notations
Schnider,
Anna Marie
September
4, 1980,
Seguin, TX
August 30,
1980
Mark Schnider
Hanna Reicher
Joseph Meyers
Sarah Reed
Rev. Michael
West, OFM
Rev. Michael
West, OFM
FHC 4/3/1987, OLG,
SATX.
----------------------------
4/28/1995, Our Lady
of Guadalupe, San
Antonio, TX by Abp.
Patrick Flores
P.3 Marriage
Name Place & Date
of Birth
Date of
Baptism
Father’s Name Mother’s
Maiden Name
Sponsors Minister Date/Place of
Confirmation
Notations
Garza,
Robert
April 23,
1922, San
Antonio, TX
September
5, 1924
Roberto Garza
Elena Palacios
Pablo Ruiz
Margarita
Palacios
Rev. Michael
West, OFM
Rev. Michael
West, OFM
4/21/1939, Our Lady of
Guadalupe, San
Antonio, TX by Abp.
Drossaerts
Married Rosemary
Fernandez, 9/19/1942,
St. Joseph, Del Rio, TX
P.4 Radical Sanation
Name Place & Date
of Birth
Date of
Baptism
Father’s Name Mother’s
Maiden Name
Sponsors Minister Date/Place of
Confirmation
Notations
[
Jacobs]
Janek, Anna
Louise
August 28,
1960,
San Antonio
,
TX
October 3,
1960
Michael Janek
Patricia McAllen
Edward Janek
Joanna McAllen
Rev. Joseph
Nowak
Rev. Joseph
Nowak
FHC 4/5/1967
at
4/15/1975,
St. James the
Apostle,
SanAnt, TX
Civil Marriage to Todd
Meyers, 8/2/1988 by Jdg.
A. Rivas, Bexar Co, TX,
Sanated by Archbishop of
San Ant in TX #00-0012,
1/15/2000.
P.5 Declaration of Nullity of Marriage
Name Place & Date
of Birth
Date of
Baptism
Father’s Name Mother’s
Maiden Name
Sponsors Minister Date/Place of
Confirmation
Notations
Garza,
Robert
April 23,
1922, San
Antonio, TX
September
5, 1924
Roberto
Garza
Elena Palacios
Pablo Ruiz
Margarita
Palacios
Rev.
Michael
West, OFM
4/28/1939,
Our Lady of
Guadalupe,
San Antonio,
TX
Married Lupita Arnold,
9/19/1942, St. Joseph,
Nixon, TX. Declared
invalid, San Antonio in
TX, #56-007, 7/23/1956
Page 65 of 73
P.6 Vetitum (Restriction on Future Marriage)
Name Place & Date of
Birth
Date of
Baptism
Father’s Name
Mother’s Maiden Name
Sponsors Minister Date/Place of
Confirmation
Notations
Garza,
Robert
April 23, 1922,
San Antonio,
TX
September
5, 1924
Roberto
Garza
Elena Palacios
Pablo Ruiz
Margarita
Palacios
Rev. Michael West,
OFM
Rev. Michael
West, OFM
4/28/1939,
Our Lady of
Guadalupe,
San Antonio,
TX
Married Lupita Arnold, 9/19/1942,
St. Joseph, Nixon, TX. Nullity,
San Antonio in TX, #56-007,
7/23/1956. Consult Tribunal to
lift the Vetitum.
P.7 Reception of Holy Orders
Name Place & Date
of Birth
Date of
Baptism
Father’s Name
Mother’s Maiden Name
Sponsors Minister Date/Place of
Confirmation
Notations
Trejo,
Antonio
July 1, 1929,
Uvalde, TX
August 3,
1930
John Berkshire
Matthew
Berkshire
Anna Jacobs
Rev. Carter
Orwell
5/10/1943
St. Michael,
San Antonio,
TX by Abp.
Lucey
Transitional Diaconate, San Antonio in
TX, 6/1/1984; Priesthood, San Antonio in
TX, 7/1/1988; Episcopacy, San Antonio,
TX 6/1/2013
P.8 Perpetual Profession in Religious Institute
Name Place & Date of
Birth
Date of
Baptism
Father’s Name Mother’s
Maiden Name
Sponsors Minister Date/Place of
Confirmation
Notations
Hawkins,
Ellen Bea
October 5,
1960, San
Antonio, TX
September
28, 1961
Peter Edwin Hawkins
Amanda Luz Morales
Joseph Morales
Cindy Lou
Hawkins
Rev. Mark
Jacobs, SJ
Rev. Mark
Jacobs, SJ
5/2/1974, Our
Lady of
Guadalupe,
San Antonio,
TX by Abp.
Furey
Solemn vows,
Congregation of Divine
Providence, San Antonio,
TX, 6/1/1990.
P.9 Dispensation from Holy Orders
Name Place & Date
of Birth
Date of
Baptism
Father’s Name Mother’s
Maiden Name
Sponsors
Minister Date/Place of
Confirmation
Notations
Doe, John May 1, 1958,
Gonzales,
TX
July 5,
1960
Peter Doe
Susan Reid
Evan Doe
Sarah Reid
Rev.
Theodore
Edwards
2/28/1972,
Sts. Peter
and Paul,
New
Braunfels, TX
Diaconate, San Ant in TX, 6/1/1984.
Priesthood, San Ant in TX, 7/1/1988.
Dispensation from sacerdoatali
coelibatu and loss of clerical status,
#1687/01/S, 1/1/2005
Page 66 of 73
P.10 Dispensation from Vows
Name Place & Date
of Birth
Date of
Baptism
Father’s Name
Mother’s Maiden Name
Sponsors Minister Date/Place of
Confirmation
Notations
Ruiz, Miguel
August 10,
1970, San
Antonio, TX
July 5, 1971
Manuel Ruiz
Marta Garza
Antonio Reyes
Elena Ruiz
Rev. James
Thorton
May 3, 1984,
St. Philip of
Jesus, San
Antonio, TX
Solemn vows, Order of
Friars Minor, St. Louis,
MO, 6/1/1988.
Dispensation from
solemn vows, #3657,
1/1/2015.
Q. MARRIAGE REGISTER NOTATION ENTRY EXAMPLES
Q.1 Disparity of Cult
Contracting Parties Date & Place
of Marriage
Date & Place of
Baptism
Parents Witnesses Minister Banns, Dispensations,
Remarks
Cervantes, Alonso
April 25,
1980,
Immaculate
Heart of
Mary, San
Antonio, TX
Not Baptized
Alfredo Cervantes
Evita Morales
Guadalupe
Morales
Rev. Kevin
Zuniga
Rev. Kevin
Zuniga
Dispensation from
disparity of Cult, San
Antonio in TX,
1/3/1/1980.
Alvarez, Felicia
June 25, 1959,
Blessed Sacrament,
San Antonio, TX
Roberto
Alvarez
Isabel
Perez
Esmeralda
Flores
Q.2 Mixed Religion
Contracting Parties Date & Place
of Marriage
Date & Place of
Baptism
Parents Witnesses Minister Banns, Dispensations,
Remarks
Jacobson, Michael
March 18,
1978,
Vietnamese
Martyrs, San
Antonio, TX
July 12, 1956,
Anglican, All Saints
Anglican Church,
San Antonio, TX
Todd Jacobson
Alicia Luciano
Matteo Luciano
Rev. Dihn Chi
Hung
Rev. Dihn
Chi Hung
Permission Mixed
religion, San Antonio in
TX, 1/3/1990.
Nguyen Cam Sarah April 7, 1960,
Vietnamese
Martyrs, San
Antonio, TX
Nguyen Van Sang
Pham HoaTan
Nguyen Duc
Thomas
Page 67 of 73
Q.3 Declaration of Nullity of Marriage
Contracting Parties Date & Place
of Marriage
Date & Place of
Baptism
Parents Witnesses Minister Banns, Dispensations,
Remarks
Finch, Todd Henry
October 22,
1960, St.
Helena,
Karnes City,
TX
June 30, 1937, St.
John the Evangelist,
Hondo, TX
Peter Finch
Martha Rogers
Jim Fairfield
Rev. Jose
Castro
Declaration of Nullity,
San Antonio in TX,
#69-789, 4/6/1972.
Cruz, Roberta
April 7, 1940,
Our Lady of
Guadalupe,
Carrizo
Springs, TX
Wilfredo
Cruz
Patricia
Gomez
Cristina Rocha
Q.4 Special Marriage Cases (Pauline Privilege, Favor of the Faith, Ratum et Non-Consumatum)
Contracting Parties Date & Place
of Marriage
Date & Place of
Baptism
Parents Witnesses Minister Banns, Dispensations,
Remarks
Finch, Todd Henry
October 22,
1960, St.
Helena,
Karnes City,
TX
June 30, 1937, St.
John the Evangelist,
Hondo, TX
Peter Finch
Martha Rogers
Jim Fairfield
Rev. Jose
Castro
Rev. Jose
Castro
Dissolution of
marriage, San Antonio
in TX, #69-789,
4/6/1972.
Cruz, Roberta
April 7, 1940,
Our Lady of
Guadalupe,
Carrizo
Springs, TX
Wilfredo
Cruz
Patricia
Gomez
Cristina Rocha
Q.5 Vetitum/Monitum (Restriction on Future Marriage)
Contracting Parties Date & Place
of Marriage
Date & Place of
Baptism
Parents Witnesses Minister Banns, Dispensations, Remarks
Kim, Josh
May 24,
2016, St.
Boniface,
Hobson, TX
February 1,
1982, St.
Margaret Mary,
San Antonio, TX
Kim Andrew
Lee Eun-Kyung
Kim Ji-tae
Rev. Carl
Roberts
Rev. Carl
Roberts
Nullity, San Antonio in TX,
#22-83, 5/28/2019. Consult
Tribunal about monitum.
Emerson, Lynn October 11,
1980, St.
Boniface,
Hobson, TX
Ray Emerson
Crystal Fischer
Ruby Fischer
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27 GLOSSARY
Baptism: The “gate to the sacraments” and, therefore, the first of the sacraments of initiation.
It is the means by which one is reborn in Christ, freed from sin, and incorporated in the Church
through water and Holy Spirit (c. 849).
Canonical Form: The means of celebrating marriage in the Catholic Church by which a man
and woman exchange their consent according to the prescribed ritual, before two witnesses, in
the presence of the competent minister of the Catholic Church (c. 1108).
Catechumen: A non-baptized person who has “manifested a willingness to embrace faith in
Christ,” and who, therefore, prepares through suitable instruction and liturgical rites to
celebrate the sacraments of initiation in the Church (c. 788).
Catechumenate: The process by which the non-baptized are called to the preparation for and
the celebration of the sacraments of initiation. One is formally admitted to the catechumenate
after a period of inquiry and according to the prescribed rite of acceptance into the Order of
Catechumens.
Conditional Baptism: Baptism celebrated “if there is a doubt whether one has been baptized
or whether baptism was validity conferred” (c. 869).
Confirmation: One of the sacraments of initiation by means of which the baptized Christian is
“enriched by the gift of the Holy Spirit and bound more perfectly to the Church, and through it
the person is strengthened to witness to Christ” (c.879).
Convalidation: A legal remedy by which the original consent of a man and a woman, invalid in
some way, is subsequently made valid either through a) renewal of consent in canonical form
(simple convalidation), b) radical sanation (c.1156-1165)
Declaration/Decree of Nullity: The declaration by a tribunal of the Catholic Church which,
after the completion of the prescribed process, affirms that the consent given in the marriage in
question was in fact invalid.
Delegation: The means by which the faculty to govern or perform judicial acts is granted to a
qualified person by someone who has the power by virtue of his office. In the context of this
document delegation refers to the act by which power to witness a marriage is given to a
specific person (c. 1111-1114).
Disparity of Cult: An impediment to contracting a valid marriage in the Church which arises
because one of the parities is not baptized (c. 1086).
Dissolution: The means by which the Church through one of its tribunals dissolves a valid
bond of marriage for a just cause. There are usually only three causes considered: A marriage
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never consummated (c. 1142); when one of two non-baptized parties to a marriage wishes to
be baptized in the Catholic Church and the other party departs (c. 1143-1147)
Express Permission: Required of the competent authority for the licit celebration of marriage
between Catholic and baptized Christian not in full communion with the Catholic Church (c.
1124).
First Communion/First Eucharist: One of the sacraments of initiation by which a baptized
person participates for the first time in the Eucharistic Sacrifice (c. 897) Eucharistic Banquet (c.
899).
Holy Orders/Ordination: By divine institution, the sacrament of orders established some
among the Christian faithful as sacred ministers through an indelible character which marks
them. They are consecrated and designated, each according to his grade, to nourish the
people of God, fulfilling in the person of Christ the Head the functions of teaching, sanctifying,
and governing. (c. 1008).
Lack of Form/Defect of Form: The terms used to describe a marriage which, when so
required, failed to follow the prescribed canonical form for its valid celebration. When a
petitioner submits documentary proof and other required information, a tribunal can issue a
Declaration of Freedom to Marry.
Marriage: The sacrament by which a man and a woman “establish between themselves a
partnership of the whole of life” through consent that is freely given (c. 1055; 1057).
Mixed Religion: The term employed by the Catholic Church to describe the union established
between a Catholic and a baptized non-Catholic (c. 1124).
Professed Religious/Vowed Religious: A man or woman who is incorporated into a religious
institute by means of public vows, which oblige the observance of the evangelical counsels of
poverty, chastity, and obedience (c. 654).
Profession of Faith: See Reception into Full Communion
Radical Sanation: A means by which competent ecclesiastical authority renders an invalid
marriage valid without the renewal of consent. Through this process the marriage consent is
made valid from the time it was given, the impediment that had made the consent invalid is
dispensed, and all canonical effects of a valid marriage are applied retroactively to the
beginning of the union. The presumption is that the consent given from the start is still
enduring (c. 1161)
Reception in Full Communion: Usually, the means by which an already baptized person
affirms through a credal formula the truth of the Catholic Church (use for term “profession of
faith”).
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RCIA: Rite of Christian Initiation of Adults. The process by which an adult is received into the
Catholic Church, usually through reception of the three sacraments: baptism, confirmation, and
Eucharist.
Rescript: “An administrative act issued in writing by competent executive authority by which
through its very nature a privilege, dispensation, or other favor is granted in response to
someone’s request” (c.59). An example of this is permission for a priest to be returned to the
lay state.
Rites Supplied: The completion of baptism – usually in the parish church – for infants already
baptized when in danger of death.
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GLOSSARY OF LATIN TERMS
Adnotatio Notation or remark
Adoptio Adoption
Confirmatio recepta Confirmation received
Convalidatio matrimonii Convalidation of marriage
Declaratio nullitatis concessa Declaration of nullity granted
Defunctus Deceased
Delegatus Delegate, delegated
Diaconatus Diaconate
Dispensatio a M.R. et ad cautelama D. C. Dispensation from Mixed Religion and, to be
careful, also from Disparity of Cult
Dipsensatio a tribus bannis Dispensation from the three banns
Dipsensatio consanguinitatis Dispensation from Consanguity
Dispensatio affinitatis Dispensation from Affinity
Extra matr. Natus Born out of wedlock
Fil. Illegit. “Illegitimate” child
Impedimentum Impediment
Infans Child
Liber infirmorum Book of the Sick
Matrimonium contraxit cum Contracted marriage with _______
Pater ignotus Father unknown
Patrini Sponsors (Godparents)
Patrinus Sponsor (Godfather)
Presbyteratus Priesthood (Presbyterate)
Presbyter Priest
Procurator Proxy
Professio Solemnis Solemn profession (in a religious order of men
or women)
Prohibitio Prohibition
Proles Child, children (offspring)
Sacerdos Priest
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Sacer ordo Presbyteratus receptus Sacred Order of Priesthood received
Sacer ordo Subdiaconatus receptus Sacred Order of Subdiaconate received
Testes Witnesses
Testis Witness
Validatio matrimonii Convalidation of Marriage
Ritus Suppleti Rites Supplied
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