1 civil registration in south africa v s mkhize department of home affairs republic of south afriva...

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CIVIL REGISTRATION IN SOUTH AFRICA

V S MKHIZEDEPARTMENT OF HOME AFFAIRS

REPUBLIC OF SOUTH AFRIVA

05 December 2014

2

1. Purpose

2. Background

3. Map of South Africa

4. Life cycle

5. Legislative framework for birth

6. Birth registration processes

7. Legislative framework for marriages

8. Marriage processes

9. Legislative framework for death

10.Death registration processes

11.Information Repository

12.Challenges and Mitigation strategies

13.Incentives and sanctions

Table of Contents

3

Purpose

To share with the delegation on the processes and strategies for improving civil registration in

South Africa.

4

Background A secured SA citizenship and Identity is a priority outcome for the

Department of Home Affairs

An improved Civil Registration (CR) provides evidence based (reliable data) policy decision and thus enhances efficient allocation of resources

DHA has legislation and programs pertaining to CR, and has coordinated actions and integration with other departments & systems meant to improve CR.

The departmental public awareness campaigns/programs & stakeholders (which undo remote geographical barriers) continue to provide positive results to socio-cultural beliefs about CR (emphasis on Rural and Farm areas).

6

CR structure

National Department of Home Affairs (Policy, Legislation/Regulations/SOP, Strategy, Records

Man, M&E

DISTRICTS AND LOCAL CIVIL REGISTRATION OFFICES

9 provincesCoordination

Oversight role

Quality service delivery

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This presentation entails processes relating to the following Civil Registration matters:

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Legislative framework for birth

The Constitution (Act 108 of 1996)(Sect 20) – No citizen may be deprived of a citizenship

Birth and Death Registration Amendment Act, 2010 (Act No 18 of 2010)

regulates the registration of births and deaths

further regulate the amendments & rectification of particulars of persons

Notice of Birth: A person having charge (parents or legal guardian) of the

child shall, within 30 days after the birth of such child, give notice thereof in

the prescribed manner.

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The new Birth Registration process (BRP 001)Medical

Practitioner / Registered

NurseClient

1. Child is born /

immunised

3. Complete DHA -

24

6. Complete details of applicant on DHA- 24A /Give advice

about DHA-9

No

5Are fingers on

Hanis

Front OfficeClerk

2. Complete and

issue a Confirmation of

Birth

7. Take full set of finger prints on DHA-24A for record purpose

START

4. Verify parent s’

supporting documents & using Online

Verification

11. Print Unabridged Birth Certificate

10. Capture/ Register the Birth on NPR (allocate ID no.)

22Issue

Unabridged Birth Certificate to

client

9. Verify particulars of parents

on NPR

23Receive

Unabridged Birth Certificate

BRP 002Node 12

END

BRP 002Node 14

8. Print out Online

Verification confirmation and attach to DHA-24

Yes

10

The new Birth Registration process (BRP 002)

Front OfficeSupervisor / Senior Clerk

12. Conduct QA –

Verify particulars on Certificate with

DHA-24

14. Sign and stamp Abridged Birth

Certificate

16.Communicate with

official at HO Place message on

function 035

24 Register, dispatch DHA-24 on Track & Trace System ,prepare list send

for BVR

17. Phone Birth

Section (Waltloo) and request correction

18. Fax DHA-24 to Birth section at Head Office

BVR

BRP 001Node 11

CourierH/O BVR

Postal Receipt

26. Receive forms at

Head Office (BVR)

21 Re-print the

Abridged Certificate

H/O BIRTH SECTION

27Archival section (EDMS) capture

on template

25. Courier forms to

Head Office (BVR)

15

NPR entry incorrect ?

13

NPR entry correct ?

19. Birth Section Head

Office receives fax,corrects error

20. Notify Office of Origin about rectification

H/O BVREDMS

SECTION

28Place all

recorded DHA-24 batches on

shelves

29Check &Place

recorded DHA-24 batches on

numbered shelvesEND

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Registration of Birth at Foreign Missions Abroad (SA Citizens) (BRP 001)

MissionsParent at Foreign Mission

1.Parent completes DHA-24 & DHA-529 at foreign Mission to

register birth of the child

3.

Dispatch to Head Office SA via

Diplomatic Bag

4.

Receive Diplomatic Bag & Dispatch

9.

Verify Informant particulars on NPR

2. Does application comply with regulations?

H/O New Cooperation

Foreign Unit

2(a).

Application does not comply to regulations

15.

Sort & archive registration forms

H/O Citizenship Section

6.

Verify citizenship status of the applicant’s

parents

8.

Determine Citizenship

END

START

5.

Receive Notice of Birth & Supporting

documents at Foreign Unit

7.

Does Notice of Birth comply?

7(a)

Obtain supporting documents to

ensure compliance

10.

Capture on NPR and allocate ID

number

11.

Issue Unabridged birth certificate &

post to the foreign Mission

12

Receive Birth Certificate &

inform client to come & collect

13

Receive Birth Certificate &

inform client to come & collect

H/O EDMS/Template

14.

Separate Births

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Legislative framework for marriages

Marriage Act No. 25 of 1961 - Makes provision for the solemnisation of

civil marriages

Civil Marriages can only be solemnized by duly designated marriage officers

Recognition of Customary marriages Act, 1998 (Act No 120 of 1998)

Makes provision for, regulate and specifies the requirements for a valid

customary marriage

Required marriage age – 18 years Customary marriage negotiated entered customarily

If one of the couple is non-south African in possession of a passport and or permit, refer the couple to Immigration - Letter of no impediment - Declaration or affidavit in the case of Refugees or Asylum Seekers

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Registration of a civil marriage and a civil union marriage between two South African citizens who are in possession of South African identity documents

HO Dir PRPost Can.

HO Dir PRBMD

21.File bundles in shelf

in section

Marriage Officer (MO)

DO / RO(Back Office)

Client (2 SA citizens)

3. Marriage officer to solemnise

marriage

1. Provide identity documents to

marriage officer

4.Complete

marriage register

6. Receive marriage

certificate & copy of DHA-30

8 . Verify against database for

marriage officers

16. Receive marriage registers T & T &

count for stats

*Legal Documents:- ID’s-DHA-30-DHA-27

2. Check for

compliance

Is DHA-30

correct?

9. Mark DHA-30 off on MO-file, place

a copy on file

Error codes

19.Sort into error

codes and those with printouts

18. Receive all

incoming work in office

END

14. Scan

documents (T&T)

15. Courier records To Head Office

17. Dispatch to Marriages

NoNoYes

Yes

Can it be

rectified

YesYes

5. Issue DHA-27 and copy of

DHA-30 to client

11. Send to

correspondence section

12. Receive enquiry

and submit correct details

YesYes

10.. Verify record for

completeness and correctness

NoNo

7. Submit all

documents to Home Affairs

22. Capture

marriage on NPR

20. Archive paper documents on

template

13. Capture

marriage on NPR and attach printout of F062

to form

START

NoNo

END

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Solemnization and Registration of a civil marriage or civil union marriage between a South African citizen who is in possession of an identity document and the other party is not in possession of a SA identity number or is a foreign national

Marriage OfficerCustomer

5. Marriage

officer conducts marriage.

Issue DHA-27 and copy of DHA-30

to customer

2. Provide legally

required documents*

together with 2

photographs to marriage

officer.

4. Marriage

officer completes

DHA-30 and takes

fingerprints of couple

1. SA citizen wishes to marry a

foreigner or a SA not in possession

of SA ID

3. Check all

documents for

correctness and

compliance

6. Receive DHA -27 and COPY OF DHA-30

START

7. Submit all

Documents toOffice under

which He/she resorts

12.MO receives enquiry and

rectifies

HO Dir PRPost Can.

HO Dir PRBMD

DO / RO(Back Office)


marriage officers

16. Receive marriage

registers T & T & count for stats

Is DHA-

30 correct

?

9. Mark

DHA-30 off on MO-file, place a

copy on file

14. Scan

documents (T&T)

15. Courier

records To Head Office


11. Send to

correspondencesection

YesYes

10.. Verify record

for completeness

and correctness

NoNo

13. Capture

marriage on NPR and attach printout of F062

to form

23. Send to

correspondence section

21.File bundles in shelf in section

Error codes

19.Sort into error

codes and those with printouts

18. Receive all

incoming work in office

END

NoNo

YesYes Can it

be rectified

YesYes

22. Capture

marriage on NPR

20. Archive paper documents on

template

NoNo

END

END

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Solemnization and Registration of a civil marriage and civil union marriage between two persons of whom neither is in possession of identity documents issued in terms of the Identification Act, 1997 (mostly foreign nationals)

HO Dir PRPost Can.

16. Receive and

scan documents in

on T&T

Marriage OfficerDO / RO

(Back Office)Customer

5. Conduct

marriage, issue DHA-27 and copy of DHA-

30 to customer

2. Provide legally

required documents* together with

photographs to marriage

officer

4. Complete DHA-30 &

takes fingerprints of couple Attach

photos to register

8.Mark DHA30 off

on MO-file Place 2nd copy

on file

*Legally required Documents:-DHA-30 / DHA-31-Passports

No

Sort Regis-

ters

HO Dir PRMarriages

1.Two SA citizen

not in possession of

identity documents or

two foreign nationals wishes to

marry

3. Check all

documents for

correctness and

compliance

6. Receive DHA -27 and COPY

OF DHA-30

10. Is DHA-

30 correct?

7. Submit all Documents

toOffice under

which He/she resorts

9. Do physical

Paper check on registers received

13.MO receives enquiry and

rectifies

14. T&T register to

Head Office

15 Couriers

Documents to Head Office

17. Count for

Stats and sendTo Marriages

19. Template

records with “R” and file in

shelves

12 Return enquiry to Marriage Officer

Yes

END

START

END

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Marriage Registration Process

11

START

Registration of a civil marriage and a civil union marriage between two South African citizens who are in possession of South African identity documents

HO Dir PRPost Can.

HO Dir PRBMD

21File bundles in shelf in section

DO and RO = District & Regional Office

H/O = Head Office

3rd P = External party

Marriage Officer (MO)

DO / RO(back office)

Client (2 SA citizens)

3. Marriage officer to solemnisemarriage

1. Provide identity documents to

marriage officer

4.Complete marriage register

6. Receive marriage

certificate & copy of DHA-30


marriage officers

16. Receive marriage

registersT & T & count for stats

*Legal Documents:

- Identity Documents

-DHA-30

-DHA-27

2. Check for compliance

Is DHA-30

correct?

9. Mark DHA-30 off on

MO-file, place a copy on file

Error codes

19.Sort into error codes and those

with printouts

18.. Receive iallincoming work in

office

END

14. Scandocuments

&T)

11. Send documentation to H/O via Courier

15. Courier records

To Head Office


No Yes

22. Rectify error code

Yes

5. Issue DHA-27 and copy of DHA-

30 to client

12. Send to correspondence

section

13. Receive enquiry and

submit correct details

Yes

10. Verify record for completeness and correctness

No

7 Submit all documents to Home Affairs

Error code can

not be rectified

23. Capture marriage on

NPR

20. Archive paper

documents on template

11. Capture marriage on

NPR

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Legislative framework for death

Give notice of death (DHA-1663)- form completed by the medical practitioner as confirmation that a person has died (sealed area on causes of death- only for statistical purposes).

Death Report (DHA-1680) completed by Traditional Leader.

Verify particulars of deceased on NPR

Accompanying documents – copy of identity document of the deceased, copy of identity document of the informant and appointment letter of the funeral undertaker.

Capture death on NPR & forward 1663 forms to Stats SA (causes of death)

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END

START

The New Death Registration Process with DHA-1663Doctor/ Undertaker/ Informant

Client/ Informant

1. Person dies & Doctor certifies death

3. Undertaker fills sec E & and takes his/ her thumbprint & the fingerprints of the deceased and informant

13. Complete DHA-9 to capture / update fingers on HANIS and attach to DHA-1663

14. Print out Online Verification confirmation and attach to DHA-1663

Front OfficeClerk #1

2. Doctor fills sec A,B or C, D, & G of DHA-1663

5. Check DHA-1663 for completeness

Info match?

Fingers verified by HANIS?

17.Print abridged death certificate

4. Undertaker or informant submits documents to DHA

6. Verify particulars of Doctor or Nurse on database

15. Capture in NPR

16. Issue Handwritten or abridged Death Certificate and burial order

7. Refer to supervisor to follow up and request the doctor to submit a copy of the “registration of his practice”

No

Yes

Information match?

No

12. Conduct online verification of the informant

8. Verify if Funeral undertaker is registered on the database

FU registered?

9. Request the FU to bring the letter of designation / if not designated request the next of kin to come register

10. Verify particulars of informant and deceased on NPR

Yes

11. Note the error code on DHA-1663 and refer to BVR for investigation

No

Yes

No

Yes

Yes

No

Fingers on HANIS?

18.Hand Over Abridged Death Certificate or Handwritten Death to Client

2.1Registered Medical Practitioner forward a copy of page 1 of to Home Affairs

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Designation & duties of local registrar Legal framework – centralised civil registration

Constitutional mandate – national competency, cooperative governance

Operations – decentralised = provincial provinces & local level

Functions and Powers

registrations and take applications

Access rights to: capture, view, print, BUT not amend/rectify

Investigation and verification of information

Issue certificates (unabridged BMD)

Local footprint expansion, needs identification

Inter-agency engagements

Conduct outreach programmes

Quality assurance

Ensure access to services, Public education, Stakeholder engagement

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Information Repository: National Population Register

National Population

Register

Identification

Verification

Registration

Immigration

Passport issuing

Certificates

ID Book issuing

Identity Number

Name and Surname

Marital Status

Residential Status

Citizenship

Birth Information

Passport Information

Death Information

Immigration Information

Control Flags

Fingerprint Information

Archive Information

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Challenges Late Registration of Births (LRB) – addressed through enforcement of new

legislation(effecting penalties after 2015)

Inadequate knowledge of birth registration amongst other persons in some areas – communication strategy in place

Late Registration of Death- Public Education and awareness & Regulations to enforce registration of Death within 3 days (72 hrs.)

Systems not integrated with other departments (though information shared through MOU)

National psyche & consciousness to make civil registration a natural civic duty

Cultural & religious barriers remain, e.g. naming the child

Historical millions of paper based records

Some areas lack or have weak network or connectivity (very difficult signal penetration

Stand alone, not compatible IT system within departments & intra departmental

Registration of deaths in rural remote areas

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Mitigation strategies

NPR Campaign launched in 2010

Establishment of stakeholder forums

Hospitals connectivity

Introduction of Unabridged Births certificates on the spot

Paternity requirements

High impact outreach programmes using Mobile offices/solution

Intensive communication strategy using various platforms and mediums

Production & distribution of promotional materials ( pamphlets and posters)

MOU and Collaboration with Health, Education, Agri-SA, StatsSA, HSRC (research, surveys and trends)

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Mitigation strategies

Legislation review (enactment of Births and Deaths Registration Amendment Act, 2010 with emphasis on birth registration within 30 days and death registration within 72 hrs.) & proclamation of Births & Deaths regulations

Registration process – easily redefined, understandable

Increased footprint

Quality & completeness – changed the forms, biometrics, paternity requirements, staff training by learning academy and business units, SOPs

Leadership- minister’s advice, face & champion

Public Education & Public communication platforms - TV, radio, billboards

Household profiling & collaboration with municipalities

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Incentives and sanctions

Child birth Registration gives access to social benefits

Schools require birth certificates

People are able to travel abroad

Private sector need birth certificates for medical aid purposes

Birth registered after 30 days shall be phased out by December 2015, after which stringent measures / penalties shall apply

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Thank you