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

Scotland's people centre

Our Scotland's People Centre within the Burns Monument Centre will be offering a limited reopening from Tuesday 17 August 2021.

We will only be opening 9am-1pm Tuesday, Wednesday and Thursday, with only four spaces available each day and will cost £7.50 per session.

All bookings must be made by telephone and payment must be made at this time.

Only one booking per person per week will be allowed at present to allow others the opportunity to visit our centre.

Contact details must be given as we are complying with the NHS Scotland Track and Trace. Your information will be kept on our system for a maximum of 21 days.

This information will be shared with NHS Scotland Test and Protect if requested. Bookings will be taken on the Friday of each week from 9am for the following week.

Due to the current restrictions:

  • no prints will be available at this time
  • no food or drink should be brought into the centre and there will be no access to the coffee room
  • face coverings are mandatory unless you have an exemption
  • physical distancing and all government guidelines must be adhered to at all times
  • hand sanitiser will be available at the entrance to the room
  • be aware that restrictions may be placed on service delivery at short notice

Any customer wishing to book one of our limited spaces must telephone 01563 576695 or 01563 576696.

Births

Please contact our office where we will take your details and arrange for you to call at our office to sign the register page and collect your documents. 

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 sanitise your hands when entering the building and asked to take a seat whilst maintaining physical 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 stillbirth and death registrations have been suspended until further notice.

Following the introduction of the UK Emergency Coronavirus Bill on 26 March 2020, registrars now undertake stillbirth 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 have now been increased to 200 attendees through the new government restrictions.

However, due to the one metre distance both our registration offices are unable to accommodate this new capacity.

Our Robert Burns Suite, Burns Monument Centre can now accommodate a total of 50 and Rothesay House, Cumnock can accommodate a total of 33.

To book your ceremony please contact us by telephone on 01563 576695/6 or email us at registrar@east-ayrshire.gov.uk.

Test and protect

Test and Protect was launched across Scotland on 28 May 2020 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.

Replacement certificates

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

EU Settlement Scheme

Please note the deadline for most people to apply to the EU Settlement Scheme was 30 June 2021.

If you or your family are from the EU, Switzerland, Norway, Iceland or Liechenstein, you can still apply if you or a family member were living in the UK by 31 December 2020.

Detailed information is available on GOV.UK: Apply to the EU Settlement Scheme.

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 to make sure that we can continue to provide our critical services.

Attendance at funerals

The Scottish Government Strategic Framework sets out the restrictions for each level. East Ayrshire Council is under level 2 which means the maximum number of mourners permitted to attend funeral services, with physical distancing measures in place, is 200 people.

Physical distancing measures include staying two metres apart from other household groups, cemetery staff and others facilitating a funeral service. 

Please visit  Scottish Government's Strategic Framework to find out more.

Test and protect service

Funerals are subject to Scotland’s Test and Protect service which means funeral directors have to gather minimal contact details from those attending funeral services.

Thank you for your help in gathering this information for NHS Scotland’s Test and Protect service. This measure forms 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 to find out more about the Test and Protect service.

Further information

We 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 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

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