Coronavirus (COVID-19) Updates

Registration services

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Registration services updates due to the coronavirus (COVID-19) pandemic

As of Monday 23 March 2020, public access to our registration offices was closed. Please check this page and our Facebook page for the latest updates to Registration Services.

Births

Please note we are now taking birth registration appointments for all babies.

Please call our office to pre-book your appointment between the following times only:

  • Monday to Friday: 10am to 12noon and 2pm to 4pm

We will work to ensure that births are registered as quickly as possible but your patience will be much appreciated as the backlog of registrations is processed.

Attending a birth registration appointment

Please note the procedures below when you attend your appointment:

  • If you have any of the COVID-19 symptoms you must not attend your appointment. Your appointment will be rescheduled for when it is safe for you to attend.
  • If you are a married couple registering the birth of your child then only one of you need attend the appointment.
  • In all circumstances there will only be a maximum of two people allowed to attend your appointment.
  • Please do not bring any babies or children to the office.
  • When you arrive at the office please be sure to wait outside in the courtyard area in an orderly queue – maintaining a two metre distance between yourself and anyone else waiting.
  • You must be on time for your appointment, failure to do so will result in your appointment being rescheduled.
  • Please remember to bring the Birth Registration Card to your appointment.
  • At your designated appointment time you will be called into the office by a member of staff.
  • You will be directed to wash your hands when entering the building and asked to take a seat whilst maintaining social distancing measures.
  • Please take this opportunity to read all information sheets within the reception area.
  • You will be asked to place your Birth Registration Card into a box provided.
  • The Registrar will produce a birth register page from the information provided and ask you to check and sign it to confirm the information is correct.
  • We will be operating card payments only should you wish to purchase any full birth certificates.
  • Once your appointment is finished a member of staff will escort you from the building.
  • Please note that there will be no toilet facilities available during these restrictions.

Deaths

Face to face still birth and death registrations have been suspended until further notice.

Following the introduction of the UK Emergency Coronavirus Bill on 26 March 2020, registrars will now undertake still birth and death registrations by telephone. Please call us on 01563 576695.

Business hours

Monday: 9am-5pm
Tuesday: 9am-5pm
Wednesday: 9am-5pm
Thursday: 9am-5pm
Friday: 9am-4pm

Marriages and civil partnerships

Marriages and Civil Partnerships in Scotland commenced on 29 June 2020.  

Under the staged approach to Phase 3 starting on the 15 July 2020:

  • Marriages and Civil Partnerships can now be held inside at the Burns Monument Centre Kilmarnock, with a maximum of 20 people this includes the wedding party, the guests, the registrar and photographer (if you are having one), all subject to social distancing of 2 metres.
  • At Rothesay House Cumnock, numbers will be restricted to 17 including the wedding party, the guests, the registrar and photographer (if you are having one), all subject to social distancing of 2 metres.

Test and protect

Test and Protect was launched across Scotland on the 28 May and aims to prevent the spread of coronavirus (COVID-19) in the community.

We therefore require to gather contact information from customers and visitors at our premises which may be passed to the NHS Test and Protect service, in the event that an incidence of COVID-19 is subsequently identified for a visitor who attended the premises. The information that you provide will be held securely and will be destroyed after 21 days. The information will only be used if requested by NHS Scotland or statutory partners.

You will be asked to complete and return a contact details form as soon as possible, listing the contact details for those who are attending your ceremony. 

Further information regarding the lawful basis for processing your personal data and information regarding your data protection rights can be found on our privacy statement or on the NHS website.

Marriage notice forms

Marriage/Civil Partnership Notices and Witness Details Sheet should be posted with all original documents to the Registration Office in the district where the ceremony has to take place. Visit our Marriage in Scotland page to download forms.

Couples must give the minimum of 29 days notice from when we receive and process your paperwork.

Please contact us on 01563 576695 for further information.

Extension of validity of marriage notice forms

If a marriage or civil partnership has to be postponed due to the COVID-19 outbreak, authority has been given for the notice period to be extended without new notices being submitted, providing the marriage is to take place before 31 December 2020.  All fees will be transferred to the new date.

Where a couple has already submitted notice to be married and cannot re-arrange their ceremony to take place by 31 December 2020, new Marriage Notice Forms must be submitted within three calendar months of the re-scheduled date. Providing a refund has not been requested, all fees paid will be transferred to the new date and no additional fee will be payable.

Should you wish to cancel a marriage or civil partnership ceremony, please contact the Registrar’s Office as soon as possible on 01563 576695 and you will be entitled to a full refund.

Replacement certificates

Replacement certificates can still be ordered online from our dedicated website  Certificates.Scot or by telephone, if necessary, on 01563 576695.

Information for bereaved families from the Crown Office and Procurator Fiscal Service

The Crown Office and Procurator Fiscal Service is sensitive to the needs of bereaved relatives and appreciate that they may have further questions in light of the current COVID-19 pandemic. Detailed information is available from their website

Bereavement services

Due to the current situation, we need to put certain measures in place to protect our key workers, families and our wider communities in order to ensure that we can continue to provide our critical services in the weeks ahead.

In line with current guidance on physical distancing, unfortunately we will no longer be able to allow families to take a cord. The coffin will be carried and lowered by Council and funeral director staff. 

Attendance at funerals

Attendance at funerals must, for the moment, be limited to 20 people maximum, however the ease of restrictions means that from 15 July 2020, funeral services are no longer limited to ‘close family’ only.

Those attending funeral services will continue to be subject to physical distancing measures including staying two metres apart from other household groups, cemetery staff and others facilitating a funeral service.

Visit the Scottish Government website for further information relating to funeral attendance.

Test and protect service

From 15 July 2020, funerals will form part of Scotland’s Test and Protect service and we have asked funeral directors to assist us to gather minimal contact details from those attending funeral services.

We would be grateful for your co-operation in gathering this information to help support the NHS Scotland’s Test and Protect service. This measure will form part of the national effort to suppress COVID-19 and support the country to return to a more normal way of life.

Visit the Scottish Government website for further information relating to the Test and Protect service.

Further information

We also recommend that mourners do not ‘shake hands’ at the end of funeral services. We are aware that this is a widely accepted practise however, by avoiding unnecessary contact, we can collectively do our best to reduce the spread of this virus.

We trust that you will appreciate the need for these measures and thank you, in advance, for your assistance and understanding.

Find out more about our Bereavement Services

Sign up for our email bulletins about coronavirus (COVID-19) and other topics of interest on our StayConnected system.

Book of remembrance

We've also opened an online remembrance book for people to pay tribute to their lost loved ones during this pandemic.

Useful links

Contact Information

Council Headquarters
London Road
Kilmarnock
East Ayrshire
KA3 7BU
Contact us online: www.eastayrshi.re/contactus
Save time, do it online: www.our.east-ayrshire.gov.uk
Telephone: 01563 554400
Textphone: 01563 576167
24 Hour Emergency Helpline: 0345 724 0000 (local rate)
Registration Services
Burns Monument Centre
Kay Park, Kilmarnock
KA3 7RU
Telephone: 01563 576695
Telephone: 01563 576696
Bereavement Services
Western Road Depot
Western Road
Kilmarnock
KA3 1LL
Telephone: 01563 554775
Telephone: 01563 554776
Fax 01563 554777