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Vital Records                      Instructions on how to obtain a birth certificate

The Bureau of Vital Statistics (birth, death and marriage records) is located in the City Clerk’s office.  Office hours are 8:00 a.m. to 4:00 p.m. Monday through Thursday, and from 8:00 a.m. to 3:30 p.m. on Friday.  Payment may be made by cash, cashier’s check or money orders payable to City Clerk.   We do not accept personal checks for out of town banks.   The fee for all certified copies (birth, death, marriage) is $10.00 each.   Identification must be shown to obtain a vital record.

Identification Requirements

Application must be submitted with copies of either A or B:

  1. One (1) copy of the following forms of valid photo-ID:
    • Driver license
    • Non-Driver Photo-ID Card
    • Passport
    • Other government issued photo-ID
  2. Two (2) copies of the following showing the applicant's name and address:
    • Utility or telephone bills (current – consecutive months)
    • Letter from a government agency dated within the last (6) months

A photo copy of the applicant’s identification will be attached to the application

A certified copy of a birth certificate may be issued only:

  • To a person with a New York State Court order.

  • To the person named on the birth certificate, if 18 years of age or older.

  • To the parents of the person named on the birth certificate. (no step-parents, grandparents, or siblings)

  • To the lawful representative of the person named or the parents of the person named on the birth certificate. (must provide documentation)

  • To the Commissioner of Health.

  • To a municipal, state or federal agency when needed for official purposes.  (documentation required)

A certified copy of a death certificate may be issued only:

  • To the Parents, Children, Current Spouse (no step children)

 A certified copy of a marriage certificate may be issued only: 

  • To either applicant

 Exceptions: 

 ü  Legal Guardian - must produce court certified legal guardian papers dated within 6 months

ü  Attorney’s request on their letterhead or completed form with proper purpose

Requests are most generally processed on the same day they are received and returned by U. S. Mail.   If next day delivery is required, a postage paid pre-addressed envelope should be included with your request.    If you have any questions regarding a time frame you may call our office at 315-363-7378, press 3 when the menu starts.

 Absolutely NO information regarding a vital record will be given over the phone. 

 
Birth Certificates

When a birth has taken place in the City of Oneida, copies of birth certificates are filed in this office.  Applications to receive a certified copy are accepted in person or through the mail. 

 A certified copy will be issued at no charge for applicants needing the copy for kindergarten or pre-K entrance, Veterans, or SSI benefits with a proper request from the agency.  The certificate will be stamped “For Government Use Only” and must be used for that purpose only.

 A certified copy of a birth certificate may be issued only to the person named on the birth certificate, if 18 years of age or older; to the parents of the person named on the birth certificate;  to the Commissioner of Health; or to a municipal, state or federal agency when needed for official purpose.  Legal guardians must present court certified legal guardian papers dated within six month of the date of request if requesting a certified copy of a birth certificate.

 In Person Requests – The City has a short request form to be completed in full by the applicant.  Individuals appearing in person will be permitted to receive a certified copy after presenting a valid form of identification. 

Mail Requests - A request for a certified copy of a birth certificate may be made by sending a letter to the City Clerk’s office at 109 N. Main St., Oneida NY  13421.  The letter should include the name of the person at birth, the date of birth, the parents names, (father’s first and last name, mother’s first and maiden name) a brief reason why the certificate is needed, (i.e. lost original, passport, travel, school, etc.), and a photo copy of your picture ID.  Acceptable forms of ID are listed above.   The letter should also include a money order for $10.00 (each) to cover the fee/s.  A phone number where you can be reached during the day should also be included in case there is a problem with the request and we need to contact you.  Your physical address is required on your request if you are requesting a copy and your mailing address is a PO Box.

  Death Certificates

When a death has occurred in the City of Oneida, copies of death certificates are filed in this office.  Applications to receive a certified copy are accepted in person or through the mail. 

 A certified copy of a death certificate may be issued to: a person with a NYS Court Order issued on a showing of necessity; to the spouse, parent or child of the deceased; to the lawful representative of the spouse, parent or child of the deceased; to a person requiring the record for a documented legal right or claim; to a person requiring the record for a documented medical need; or to a municipal, state or federal agency when needed for official purpose. 

 In Person Requests – The City has a short request form to be completed in full by the applicant.  Individuals appearing in person will be permitted to receive a certified copy after presenting a valid form of identification. 

 Mail Requests - A request for a certified copy of a death certificate may be made by sending a letter to the City Clerk’s office at 109 N. Main St., Oneida NY  13421.  The letter should include the full name of person at death, the date of death, relationship to the deceased, a brief reason why the certificate is needed, (must be proper purpose) and a photo copy of your picture ID.  Acceptable forms of ID are listed above.    The letter should also include a money order for $10.00 (each) to cover the fee/s.  A phone number where you can be reached during the day should also be included in case there is a problem with the request and we need to contact you. Your physical address is required on your request if you are requesting a copy and your mailing address is a PO Box. 

 Marriage Certificates

Marriage records are kept where the license was purchased, not where the marriage took place. Certified copies of Marriages Licenses can be obtained through this office if the license was purchased at this office. The fee for a certified copy is $10.00.  Copies may be obtained by the bride, the groom or a legal representative.

Mail Requests - A request for a certified copy of a marriage certificate may be made by sending a letter to the City Clerk’s office at 109 N. Main St., Oneida NY  13421.  The letter should include the full name of applicants and or maiden name if appicable, a brief reason why the certificate is needed, and a photo copy of your picture ID.  Acceptable forms of ID are listed above.    The letter should also include a money order for $10.00 (each) to cover the fee/s.  A phone number where you can be reached during the day should also be included in case there is a problem with the request and we need to contact you. Your physical address is required on your request if you are requesting a copy and your mailing address is a PO Box

 In Person Requests - An application form must be completed in full.  A certified copy will be provided to the applicant after providing a valid form of identification.

Marriage Licenses

 Marriage Licenses  may be obtained from this office from  8:00 a.m. to 3:30 p.m. Monday through Thursday, and from 8:00 a.m. to 3:00 p.m. on Friday. Both applicants must be present to apply.  Applicants under the age of 18 must have written consent from his/her parents. Applicants must present their current driver's license along with a certified copy of their birth record.  If born in the City of Oneida, and you do not have your birth certificate, we will look up the record.

 Information regarding previous marriages is required.  Divorce papers that have been signed by a judge and filed with the County Clerk must be shown for every divorce action. If a marriage ended by death, the date of the death of the spouse is required.

The fee for a Marriage License is $40.00 payable in cash, local check or money order.  This fee includes a Certificate of Marriage which is sent to the applicants after the marriage has taken place.  This is an important document that is necessary to show proof of marriage.

 There is a twenty-four hour waiting period which begins at the time the license is issued and is valid for sixty days thereafter.  Marriage Licenses obtained from this office may be used anywhere in New York State.

Genealogy Requests

 Our vital records date back to 1885.   Birth certificates must be on file at least 75 years to be considered genealogy.  The person to whom the birth certificate relates must be known by the applicant to be deceased.  Death certificates must be on file for at least 50 years.  Marriage certificates must be on file for at least 50 years and the bride and groom are known by the applicant to be deceased.  The fee for Genealogical requests is $22.00 each, payable by cash or money order to the City Clerk.   Requests for genealogy information may be made in person or via the mail.  Our office has a form to complete if request is made in person. 

 If request is by mail, to insure a complete search:  For birth certificates, please send a letter with the name at birth, date of birth, father’s name, mother’s maiden name, relationship to person for whose record is requested. For marriage certificates, please send a letter with the name of bride and groom, date of marriage, and place of marriage.  For death certificates, the request should include name at death, date of death, place of death, parent’s names, name of spouse, and age at death.   

 Please include daytime phone number on all mailed requests, along with a legible return address for mailing of the requested information.   

Acknowledgement of Paternity

 Copies of Acknowledgements of Paternity can be obtained through this office for children born out of wedlock within the City of Oneida.    Either parent may apply for a copy.  A short form needs to be filled out if applying in person.   If requesting by mail please send a letter with the child’s name at birth, date of birth, father’s first and last name, and mother’s first and maiden name, along with the purpose for which it is required.  Please include a photo copy of your picture ID.   There is no fee for a copy of this legal document

Contact

109 N. Main St. 
Oneida, NY 13421

Phone: (315) 363-7378
Fax:  (315)363-9558 

  Sue Pulverenti, City Clerk    
Sue Pulverenti
City Clerk

spulverenti@oneidacity.com

Sandy Redington                           Deputy City Clerk

Office Hours:

8:00 - 4:00 Mon. - Thurs  8:00 - 3:30 Friday

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