Finalisation of Report on provincial visits on ID Campaign & Discussions with the Department of Home Affairs

SOCIAL SERVICES SELECT COMMITTEE
18 May 1998
FINALISATION OF REPORT ON PROVINCIAL VISITS ON I.D. CAMPAIGN & DISCUSSIONS WITH THE DEPARTMENT OF HOME AFFAIRS

Document handed out:
Social Services Committee Report: Identity Document (ID) Campaign Assessment in the Provinces (see appendix)

MINUTES
The report, Social Services Committee: Identity Document (ID) Campaign Assessment in the Provinces, had been read by most members and the discussion that follows is a summary of the problems.

The chairperson, Dr. Cwele (ANC), noted that one problem with the ID Campaign is that provinces have not budgeted for this, which should have been done by April, so that voter registration can begin in September. Approval of the budget for the campaign is vital. Most rural people have no I.D., and in former homelands people still have those documents which are not valid for election. (Home Affairs claims that 95% have documents – but mostly they are not acceptable for the General Election.) Those who apply have great difficulty in getting the I.D. back after application, sometimes it takes 6 months in the Eastern Cape and Kwa Zulu/Natal. Information at population register is different from that of an I.D. book or other documents. Popular register is probably incorrect.

In the distribution of I.D.s, there is reliance on tribal structure, which is sometimes effective, but since these people are not paid by state, they demand payment by the people. No use is made of civil society structures like churches and there is little co-operation with local councillors. In addition, there is fraud to consider; R50 is alleged to be good enough to buy an I.D. immediately. Also some people are selling baptismal certificates for R10 to R200 in the Eastern and Northern Capes, which would benefit particularly those applying for Old Age Pensions. People delay registration of births for a variety of reasons, a common one being that the particulars of fathers cannot be traced. At the current rate of I.D. production, there is no way that they will be done in time.

Advocate Pienaar reported that the Department is under pressure, but very poor administration must be dealt with. 2- 2 ½ million I.D. documents need to be issued. The I.D.s are needed to register as a voter, so there is less than nine weeks to produce the I.D.s. MEC Mkovsha agreed that time is of the essence but cautioned against employing just anyone to do the job, for fear of disastrous results. Ms. Malapane reported that teachers are asked to help with applications but often the information is wrong. There is added confusion when grandparents claim their grandchildren as their own children. Another member warned that there is the potential for violence in certain provinces. Ms. Malapane indicated that training of officials is very important and added that nepotism in the Eastern Cape is rife. Advocate Pienaar agreed that training of competent people is vital.

Dr. Cwele told of reports of people questioning why Home Affairs employ too many non-African people who do not understand African languages, which may be the reason for incorrect information being noted on the ID. A member noted that if information on the I.D. is incorrect the Department is at fault. People don’t pay unless they want to change information. Dr. Cwele added that there needs to be a phone number for problem solving. In the Eastern Cape, there are welfare data problems, fraud is rife and pension applications have a huge backlog.

[Ed. note: This is an incomplete record of the meeting]

Annexure 1:
COMMITTEE REPORT:
National Council of Provinces
Social services committee: Identity document (ID) campaign assessment in the Provinces.

The Social Services Committee, having visited four provinces, report as follows:

A. Introduction
The delegations embarked on the provincial visits from 16-20 March 1998. The delegation under the leadership of Dr S C Cwele visited KwaZulu-Natal and Eastern Cape included Mr W F Ninisi, Ms B J Malapane, Mr S P Grove and Ms V M TyobekaLieta.

The delegation under the leadership of Ms P K Mothoagae, visited the North West and Northern Province included Ms E N Lubidla, Mr M I Makoela and Mr R J Mokotjo.

B. Mandate of the subcommittees
In the spirit of co-operative government, the visited the provinces to assess the extent of need and impact of the ID campaign and interact with the stake-holders/ community about the importance of this campaign the following

(i) re-registration for social grants, in an effort to combat fraud and
(ii) registration for the coming 1999 elections. where the person must be in possession of new green ID document in order to be in voters roll.

The provincial legislature assisted in finalising the programme and arranging the community meeting: Some members of the provincial legislature, under the leadership of their chairpersons of welfare portfolio committees accompanied the delegation.

The Director-General , Home Affairs, in consultation with the regional directors, also assisted in the programme. They provided the ground transport An attempt was made to obtain a balanced view with input from both official sources and people on the ground. In each province the delegation visited and received inputs from the following;
* regional/ provincial offices
* sub-regional/ district offices and people coming for services in these offices
* Home Affairs mobile unit visiting points and people / community leaders at a local level (traditional leaders and local government councillors)
* immigration offices ports of entry) in some provinces, where time permitted.

C: Summary of findings and recommendations.

D: Detail report
1 .KWAZULU-NATAL
The delegation was accompanied by the acting regional director, Mr. Delport and other senior officials.
Tongaat district office visit:
There are various services provided by the department of home affairs in Tongaat. They do applications for identity documents, registration of births and deaths, foreign births registration, application for travel documents, registration of marriages, temporary and permanent residence application, extension of permits (work, holiday, business medical and study) and the applications of visas.

The January, was a busy month because of many people requiring birth certificates in order to register at schools. It takes six weeks from the date of the application to get an identity document. fifteen thousand of identity documents are issued per month.

The major problem is the distribution of ID documents in the rural areas. This is mainly due to lack of postal services in rural areas. There is a good working relationship with the tribal structures (amakhosi and indunas). They help in the distribution of documents and arranging community meetings. There is also some working relationship with the local Member of Parliament(MP) and district councillors at Indwedwe.

There are fifteen mobile units going out on the communities on permanent basis. The department is of the view that more money is needed to run these mobile units. The department is also of the opinion that a need for extra personnel and manpower can speed up the process of people getting their identity documents in time.

Proper planning was done to look at the effectiveness of the identity campaign since last year. Advertising with the list of requirements, consultation with the media, finances and personnel was done. There are mobile units which have been in operation since January last year. No major theft has been reported at present and the audit is done on annual basis.

There are eighty senior posts that are available within the department. Presently the department is still not allowed to fill in those posts although there is a shortage of staff.

The department is still having problems with late births registrations. At present there is no equipment to print documents as a result they are produced/issued in Pretoria. The committee was concerned about the level of security of documents at Tongaat offices.

Visit to Ndwedwe mobile unit point
- Councillor, Ms N Luthuli, community members, tribal leaders
The mobile unit is operating at the Amatol’amnyama Primary school on daily basis. There is a great co-operation between all the personnel working, local people and councillors in this unit

The following were raised as important concerns by the local people with regard to applications:
* there is a need for additional staff and mobile units ~ deal with the back-log.
* wrong names and dates of birth on the ID's when they come back from Pretoria. This affects mainly the elderly people. It has negative consequences when they apply for certain benefits like insurance claims, social grants etc. The following were identified as contributing factors;
1. incorrect information at the population register office in Pretoria. It was collected during apartheid period by people who neither cared nor understood the language of African people. All new information or data is verified against this old information.
2. officials who do not understand the language or are not trained to deal with the people in a humane manner.
3. delays are also caused by not informing the public, in advance, about all the requirements they need to bring when coming to apply for a particular document/certificate. It is of vital importance to communicate this clearly through the effective media and structures of civil society.
4.customary union marriages. When these people apply for documents, they are referred as 'unmarried'. This creates problems one spouse dies - the right to inheritance. This matter must be finalised by the law commission and the department.
5. the children born out of wedlock. Mothers were reported to experience the problem when applying for births certificates. They are asked the particulars of the fathers, whose whereabouts are often unknown. The officials clarified that the particulars of the father are only required if the child is going to be registered in his name. They are not required if the registration is in mothers surname.

Visit to the Durban District office : Isiphingo.
Briefing by - Mr Bhengu - Acting Head, Mr Masinga-Senior Administrative Officer

The building is shared with the Department of Manpower. Staff has been successfully established in the district that is, thirteen in this office, four at Umlazi and two at Umbumbulu.

The area goes as far as Emkomazi and it is very central. It is also very accessible to all people as far as Umlazi unlike in rural areas and accepts application from the schools.

As the department is linked with the national department, no one is denied access in the department irrespective of which area one comes from.

There are nine chiefs at Umbumbulu and they hold regular meetings with them to discuss problems encountered and plan of actions for mobile units. There is more great support from chief for the success of this campaign.

The department is experiencing a problem of identity documents not being collected by the applicants. There seem to be a major problem with people residing in the squatter areas, as a result community leaders are approached to inform people in their communities. The Indunas are very effective and they work with their people in their communities as they are in charge of certain section of area.

There has been reports to the department that some Indunas are abusing the system by requesting a reward to pay for their transport. Due to that reason the department is
keeping all records of community leader they work with, with no benefit for that service.

There are five thousand identity documents to be collected at present and not only for squatter areas but for all areas. Call in letters and media are used to notify people to collect their identity documents in the offices. This criteria has helped greatly.

The department has also discovered that there are people in the surrounding areas who sell baptismal certificate at a fee of five rands. The church ministers are the main culprits. There is a need to discuss this problem with church leaders and have close working relationship.

There is no relationship with the elected representatives like MPs and councillors. The civic leaders needs to be drawn in.

Visit to Durban Airport - International Arrivals (Customs and Immigration)
The purpose of customs arrival form is to know the purpose of entry in the country. This form also specify the address of the person where he/she is going to visit, and it is very useful to track the person when the visit expires.

When he person is caught and is being found that he/she does not qualify for entry requirements, he/she taken is back by the airline used, and a penalty fee of five thousand Rands is charged and must be paid by the airline concerned.

There are lot of illegal Nigerians who have section 41 work permits and the police receive letters from their families that they are drug dealers and criminals.

Collective training with the police has decreased the flow of illegal immigrant at the Durban airport, as there is some control mechanism used by the staff and the police to check the luggage of people coming in and out the country

The officials from both immigration offices and SAPS stressed the need and benefit of joint training workshops in order to improve the efficiency and co-operation in dealing with aliens.

Visit to Durban Regional Office
briefing by- Mr Delport - Regional Director
Work in this office is done at a larger scale as compared with the Tongaat and Durban district offices. They process other applications for refugees and passports.

There is the need to finalise the appointment of vacant posts. This will help to boost the moral of employees.

The province/region submitted the budget of R20 million for the mobile units and ID campaign. Unfortunately the national department of Home Affairs has not approved this budget. This may result in people not getting the ID documents in time before the next elections.

The Transformation is moving at a lower rate than expected in terms of ensuring a better representativity of the population. There is a good working relationship with the provincial heads, Welfare. SAPS and Tourism Departments.

This office assisted the delegation in producing a pamphlet detailing the steps and the requirements in getting the ID and birth registration documents. We hope this will be of benefit to the public and officials at district and mobile office levels.

They also furnished the delegation with the list of telephone numbers and contact person in each of the district offices. The delegation feels that this will be of assistance to elected representatives and community leaders who are facilitating the ID campaign.

EASTERN CAPE
Visit to Butterworth Home Affairs district office.
Briefing by- Regional Director, Mr Ntshika, District Head, Mr Majozini, Regional representative, Ms Thanda
The mobile unit is operating in this district. This district is servicing four service points with one vehicle namely, Kentane, Idutywa, Willowvale and Butterworth.

There are offices in Bisho, and sub-offices in East London, Queenstown and King William's Town. The sub-region of Port Elizabeth are

According to the regional director Mr Ntshika. the mission of the visit was not properly explained by the legislature. Pretoria office did not specify the mission of the visit.

The Umtata regional office with its district offices namely, Engcobo, Butterworth, Lusikisiki and Mount Frere require services of mobile units to serve in all their service points and also include is Maluti with proposed two mobile units and two vehicle.

There are twenty one service points under the Umtata region, seven mobile units under Umtata sub-region and also seven mobile units in Bisho area.

The department is struggling to have mobile units in Port Elizabeth, the mobile unit will start soon as there is an approval of staff. Funds were requested from the head office for vehicles and staff for all the areas in the Eastern Cape.

Each mobile unit must have at least six temporal staff as this office is targeting registration of birth in this region which has not been done according to the new population registration of South Africa. The mobile unit operated before 994 election and they stopped but they started again in 1996.

The staff that was transferred from the Department of Justice to Home Affairs are only working in these districts but are not going out to work in the rural areas as there are few mobile units. Most people in the former Transkei have no identity documents as most of them live in rural areas where there are no services. This may disenfranchise many people in 1999 elections.

Last year the department has started with re-registration of old age pensioners and a response was very good as it was well advertised in the media. The department has selected the team to go and help the people in the rural areas. There are problems encountered in this process namely; application for re-registration of old age pension and identity document are still lying in the welfare offices, as they are busy with the capturing of data. Sixteen thousand application were collected and there seem to be shortage of staff to capture the data for the applications. The data is captured before people get the identity document. This may defeat the very same purpose of data cleaning-up campaign.

Most of TBVC states are still using their reference book or former TBVC states identity document for other purposes. No figure has been given for district in census 1996.

This year they have already started the project of identity document in a slow pace as there is not enough staff to pursue the objective. Daily statistics of mobile units are monitored by the permanent leader to check on the production.

Media has bee informed about the campaign, local transitional councils are aware of how to contact the people with relation to identity document. The chiefs and councillors distribute the identity document to all the people in the rural communities.

Chiefs and headmen always complain that they arc not paid to deliver the identity documents in their rural communities Since the chiefs arc no longer paid. they are reluctant to deliver the identity documents to the people in the rural areas. Mr Majozini see a need for community leaders to work for their communities.

Along the Lesotho border, there are four boarder posts with no home affairs officials with no policemen. This creates problems because people are coming into the country without proper papers and some with no documents.

Port Elizabeth has been identified as international airport in the Eastern Cape. It is easy to put staff in this airport. Harbour has not be dealt with as they are busy with the issue on international airports.

Problems and achievements at the service points

Official view - Ms N Zembe

IDUTYWA
Most points have been highlighted. Quarterly meeting are held with the magistrate and people are informed about such meetings.

There are clashes between the headmans and the chiefs in the area. Due to this problem councillors (Sanco people) do come and take identity documents. Political structures are problematic in the area with relation to distribution of identity documents. Complaints were received and identity documents were found lying in the hotels and businesses. There are also complaints that people are charged for distribution of identity document and are not used to go to those structures.

Tatter has been sorted out and now they are trying to run the process smoothly. Traditional structures work very slowly because they are not paid. They come at the end month to collect the identity document for distribution in their rural communities and the headman report to the office when the identity documents are distributed. The local transitional councils are co-operating but in a slow pace.

Official view – Mr M A Baza
KENTANE
People in the area are reporting death when there is a benefit from the insurance, they don't report if they are going to remove the benefit from the pension.

Most people in the rural communities bury their people in their communities and don't have death certificates.

As the result of clashes between the headmans and councillors, there is a slow process in delivering the identity documents.

UMTATA REGIONAL OFFICE
Death registration
Population register does not show that the people have died. The hand written death certificate (BI.20) which does not have no serial number is not fed in the computer, as a result all people will not appear that they have died, they are seen in the computer as alive.

There is a strong belief by Ms Tuta that the death has not been certified by the doctor, the death will not be registered in the computer. This create lot of fraud in pensions and make it easy for people to commit other forms of crime and fraud.

Comments and recommendations
The Committee is of the view that there is a need to work with community leaders and to recognise the role of the chiefs. The Committee is of the opinion that local 2overnment and councillors have also a vital role to play in this process. The Committee is also of the view that churches, council for traditional leaders should be contacted and be informed on any developments on this process and they are regarded to be very useful in the process.

The department have to keep records of all the chiefs and community leaders they work with for in case of any enquiries that may come up during the process.

The Committee is also of the opinion that the department should have monthly plans with motivation of. how and where to use the government vehicles as there has been reports that the government vehicles are abused by the officials. Plans should be monitored constructively and effectively

4 Visit to Umtata regional office
briefing by- Ms N Thanda. Head - Umtata Regional office
There are no identity documents filed in the office. Campaign teams are in operation but due to lack of transport some areas could not be reached earlier. There is shortage of manpower but at present they use staff available.

When identity documents are received, they are sorted to various districts, chiefs, councillors, headman and postage for distribution. There is a strong belief that the headmen do not want councillors to distribute the identity documents, they also claim that there is not rule that they are not in power.

There was a campaign which was launched in September, October, November 1997 on the issue of re-registration of pensioners. There were teams with welfare and home affairs working together on re-re2istration of pensioners.

The department has contributed to the campaign and they are still receiving the identity documents and are distributed to various areas in their communities.

Transport shortage
It is difficult to distribute the identity documents because the type of cars the department is using are not suitable and does not stand the type of roads in the rural communities especially on muddy days.

A need for four wheel drive vehicles is required because of ten-am of roads in order to reach those areas. The department has budgeted for vehicles and submitted the proposal to Pretoria, and it was reduced and were given ventures.

Mr Ntshika has submitted requisition to Pretoria. he has also communicated with the department of transport and insisted that they get the four wheel vehicles.

Distribution of Identity documents
It was put as a plan that they should be collected. Structures of government know that the councillors are also structures of government. The department does no'. enter any political matters that are prevailing in the areas, service is rendered in all communities and all areas.

Mobile units
As there is a shortage of vehicles. they take the mobile units in areas for certain period. rural are the most disadvantaged in the province and they do not get services due to shortage of transport to service the area.

Meetings are always convened with chiefs to find ways of giving good service to the communities.

Shortage of staff
There is shortage of staff in the district. Last year a plan was made for casual staff/clerk to assist as there was too much work load. At Ntabankulu, there are two permanent staff members, two casual staff to work/service twenty eight locations. More staff and casual clerks are needed to speed up the process.

Policy on casual clerks
In 1997 the functions of the department of justice was transferred to the department of home affairs. The department chose the best people and gave the other staff to this office. As present the department of home affairs cannot create jobs as there is lot of staff needed to be deployed, but they refuse.

Because of the backlog of identity documents in the province, the department applied for casual clerks to five district offices to service the areas

The department and the regional director have made proposal as they work on statistics to look at production of processing of identity documents.

Immigration
Crime is very high in the province and jails are very full. The police used to think that once the immigration officer bring a illegal immigrant is the petty case. If an illegal immigrant is caught, the police do not want to attend to the case because they don’t understand the immigration laws or acts.

The staff is trying hard to educate the police on these acts but it is difficult because police believe that it is only the police official who can come and bring the issue and not the immigration office (home affairs).

Even the magistrates don't attend to immigration cases and are always told by the magistrate that there are many serious cases they have to deal with.

There are not vehicles to service twenty eight districts, but at present, there are vehicles supplied by head office in Pretoria which are to return back by the end of March as they believe that the budget would then be completed and finalised by the end of March this year.

There is also high rate of fraud conducted by people from Lesotho who receive pensions through fraudulent identity documents. This acts arc seen and supported by the headmans who get half of the pension from the beneficiary.

Comments and recommendations
The Committee is of the view that all government officials must be loyal to the government and to their communities. The committee is also of the opinion that there should be a motivating work plan which clearly stipulated reasons for more vehicles to service the areas.

The Committee is of the view that the officials should know the code of ethics and should read the regulations.

The Committee is also of the opinion that lack of communication at different levels with the department is the cause of problems with regard to pensions. There is a high need for training of official on how to deal with matters relating to identity documents and application of pensions as there been reports that there is lot of fraud in the province with regard to pensions.

The officials should be educated on the acts with relation to service and code of conduct to all our people.

The Committee is also on the view that the department of home affairs should print the requirement of an identity document with the interaction of local leaders.

Meeting at Umtata civic hall
briefing by local govt., tribal and community representatives.

The home affairs offices is not giving good co-operation to these leaders in getting the documents. There were serious allegation of fraud and bribery reported about Umtata offices. we were ask to look into these as a matter of urgency. It was reported that if you have fifty Rands it was easy to get the ID on the same day.

At the service points all these leaders often assist in arranging the meeting. The problem of wrong data in the documents is also prevalent in this region.

NORTH WEST PROVINCE:
Mareetsane Tribal Office - Mareetsane Village

Traditional leaders and their councillors from neighbouring villages were also in attendance.

Mareetsane is situated in the North Eastern part of Mmabatho and is approximately 150 km in geographic distance. This village is under leadership of Kgosi Batho Batho Motshegare who also expressed his happiness as it was for the first time that Members of Parliament have visited the areas since the new dispensation.

Officials who were present from the department and its districts: Dr MO Maduo (Regional Director), Mr CL Sebogo (Regional Representative - Klerksdorp), Mrs Nil Mantlhasi (Acting Assistant Director -Mmabatho), Mr MA Moroka (Chief Immigration Services - Mmabatho), Ms PE Pule (Acting District Representative - Molopo), Ms ML Molete, Mrs KJ Msimanga, Mr IK Malla, Mr BE Madikwe (Taung District), Mr NIT Moewaledi (Ganyesa District), Mr MJ Manone (Vryburg District). Mr LR Sedumedi (Taung District)

District Councillor of the area and some officials from various areas also attended to experience the conduct of community outreach programmes and this was graced by attendance of Members of Parliament.

Seven districts under the province's Home Affairs Department were present. The following districts were represented:
i) Klerksdorp, (ii) Mmabatho District, (ii) Mareersdne District. iv) Molopo District (v) Taung District. (vi) Ganyesa District and (vii) Vryburg District.

The Delegation met with Mareetsane Community, surrounding villages and farm dwellers. The meeting was part of North West Home Affairs community outreach programme.

The following aspects were explained to the community: Needs for application for ID's: birth registration. marriage certificates: the need for registration of deaths and marriages particularly customary marriages where only one wife is a spouse. Polygamy not yet addressed in South African legislation and problems of illegal immigrants.

CO-ORDINATION OF THE PROGRAMME
A team from the department visited the area where the programme is to be conducted.

(i) Traditional leaders and his/her council are the first contacts;
(ii) Follow-up meeting includes representatives from the political parties, education, religion, NGO's etc;
(iii) The last meeting includes all stakeholders and children or students from fifteen years of age who are to acquire identity documents;
(iv) In this meeting the communities are given the opportunity to ask questions for clarification, comments and suggestions. Again, in this meeting people are informed of the date when the mobile unit will visit their area and;
(v) Home Affairs posters are placed at strategic points to inform people about Home Affairs emphasis being on identity document acquisition.

This exercise is done two to three weeks before rendering of service into the communities by the mobile units.

INPUT BY HOME AFFAIRS OFFICIALS AT THE MEETING
(i) The role that can be played by traditional leadership in assisting with identity document application as far as adults without concern, are people that are not known by leaders;

(ii) Baptismal certificates with wrong information complicate issues, this includes clinic cards. letters from schools;

(iii) Identity documents that are obtained with marriage certificate especially female applicants delays the process.

(iv) Role of guardians in assisting to obtain identity document later, and the parents appearing and against names used and;

(v) Pretoria being blamed for other errors, the period that is taken to distribute identity documents.

Death certificates
Remote areas have no clinics, doctors or nurses to certify deaths. Traditional leaders are allowed to certify deaths but causes of death should be known.

Marriage certificate
This remain a problem for the department where illegal immigrants marry local women with an aim of maintaining South African citizenship. Most of them marry and vanish and never come back as required by the department.

Illegal immigrants
South African citizens assist illegal immigrants to obtain fraudulent identity documents. Farmers and businesses also utilise illegal immigrants for cheap labour. Churches are identified as issuing illegal baptismal certificate identity document to obtain identity documents. Free health and education attracts neighbouring countries to get access.

Registration
There is in-service education being conducted for health personnel and on birth registration.

Ramatlabana boarder post
Office equipment
(i) Telecommunication is still a problem, they rely on South African Police Service most of the time.
(ii) No fax facilities - promises are always made with no action.
(iii) Computers - not every staff is computer literate and those that have experience get aggression from public as their
passports are screened and it takes time.
(iv) Botswana boarder post is using manual system hence the
check system is faster and this causes comparison of services between South Africa and Botswana. In actual fact South Africa is doing Botswana dirty work.

Merit system
(i) Personnel raised the need for overtime incentives.
(ii) Management explained that merit system was supposed to be applied as overtime is done once in a while. Presently there is no agreement, it seems this was not discussed with the staff.

Maintainance of structures
(i) There is lack of co-ordination as far as maintainance is concerned with provincial public works.
(ii) Regional Directors had requested safety glasses at counters.
(iii) Instalment of shades outside the office for time when ques are long and people have to stand in harsh weather
(iv) Leaking and blocked toilets stand unattended for months and still waiting for Pretoria to authorise.
Fraud

The border post is experiencing problems with fraudulent passports.

Racism
(i) Most of the white people in the area still feel that they cannot stand in ques and still maintain to be attended first.
(ii) Reports are always sent to Director-General in Pretoria for poor service. White people in the area still cannot accept the change and the media covers this sensation.

Motsweding House
Official view - Regional Director, Dr Maduo, Mr Sebogo Regional representative, Mrs Mantlhasi, Acting Assistant Director

Centralisation of certain powers

Effectiveness of the campaign

Placards cards are than left around in the shop/cafes and schools with the date which the mobile unit will be visiting that particular village/area. The message on the cards reads as follows in Setswana and English: Did you know that:

- you cannot vote in the 1999 elections
- you cannot open a bank account
- you cannot buy a house or a car
- you cannot obtain a travelling document without an ID.

The campaign proved to be a success. The number of registration forms processed has increased and a decrease in number of people who does not have the necessary documents (i.e. birth certificates, baptism certificates, etc.) to apply for their IDs has been experienced.


VISIT TO A MOBILE UNIT IN KRAAIPAN
The delegation was unfortunate enough to find the mobile unit gone in this area. The area is small, hence number of people who turned up for registration and applications for ID's was small.

VISIT TO RAMATLABAMA BOARDER GATE: SA AND BOTSWANA
Mr Motlogelwa who is the Head of the Boarder post took the delegation for a tour around the boarder post buildings.

FINDINGS
There is no shelter for people, the concern expressed is that people suffer during bad weathers like rain or extreme summer heat.

Problems are still encountered from people who fiddles with their passports, trying to change names or dates of birth or expiry dates. Such passports are confiscated with immediate effect and such persons are referred to the nearest Home Affairs department for assistance.

Other problems experienced in this boarder post are more of an administrative nature. Issues of painting the buildings etc, is the responsibility of the regional representative. Be-that-as it may, boarder posts are the first face which a tourist or visitor to South Africa sees, thus they must present a good image at first sight.

FINDINGS:
The system of taking service to the people by means of mobile units or service points was inherited from the previous Bophuthatswana government. This system makes the ID campaign rather an easy task. The only need is to intensify the campaigns for registration and application of ID's.

THE DEPARTMENT'S SUCCESSES:
North West succeeded in reducing fraud tremendously, 350 Mozabiquencans were arrested and other cases involving officials are being investigated.

HINDERED SERVICE AND PROBLEMS IN THE ID CAMPAIGN
North West Province is experiencing a lot of problems in the ID campaigns. The following are their problems:
- citizens who falsely claim parenthood on strange and/or illegal immigrants
- baptism certificates issued to illegal immigrants by some priests;
some baptism certificates shows that a person was baptised in that church 20 years ago only to find out that, the same church was established 2 years ago; some Chiefs receives money to become witnesses to these people this is done in collaboration with priests who issues these baptism certificates - grandparents who refuse to register their grandchild by their mother's ID, they claim that they brought the child up (rules & procedure vs culture)
- incorrect surnames, dates of birth, etc.
- farm workers who were never registered before, nor do they know when they date of birth.
- people still in possession of old TBVC states reference book
- disappearing of new ID's in the post

The following is an observation on hinderence to quality service, efficiency and ID campaigns:
- accommodation
- lack of funds - S&T's for staff; cleaning material; stationery and printing equipments
- transport, lack of the aforementioned suggests on in effective service to the people.
- devolution of power will ensure efficient service with regard to ID's, Birth Certificates and Emergency Passports. If such can be processed at regional level a delay in ID applications will not be experienced

A serious concern was raised with regard to whether baptism certificates should be used or not as fraud by illegal immigrants is very common around this aspect. One baptismal certificate sells at R200.00 in the province. The request was that this document must be faced out as a legal or required document when applying for ID.

A request was made that authority be given to tribal Chiefs to register/issue death certificates indicating the course of death. It was said that they will be taught how to complete such document to be acceptable to insurance companies.

The province is concerned about the centralisation of powers. The head office issues letters of confirmation, some of these confirmations could have been done by the Regional Director General. These confirmation takes very long at times. Some of these confirmation are done Administrative Officers, the province observed. The regional structures needs empowerment to ensure prompt service to the community.

The province indicated positiveness in continuing the ID campaigns and other services.

NOTHERN PROVINCE: 18 - 20 March 1998
The delegation here met, the Regional Director-General, Mr BM Luthada and Regional Representative (Pietersburg Region) who stayed with the delegation for the duration of this visit.

Mr De Wet Monakeli, MPL (Northern Province Legislature) member of the Standing Committee on Home Affairs, joint the delegation for the first two days.

VISIT TO LUIS TRICHARTD - DISTRICT OFFICE
Mrs Van Skeif who is the Director in the Luis Trichartd region, took the delegation for a short tour.

FINDINGS:
There is poor infrastructure and lack of office space.

PROBLEMS:
This office experiences two major problems:
- illegal immigrants being in possession of baptism certificate; a similar problem of these baptism certificate as experienced North West Province gaved face.
- community members receiving large sums of money to apply for ID's for illegal immigrants; these people dearly claim parenthood of these aliens.
- people deliberately giving officials incorrect dates of birth; others are doing this in attempt to get certain grants (ie. old age pension).
- Mozambiquens and Zimbabwens constantly threaten officials claiming to be political refugees or claim to be political assailums.

VISIT TO THOHOYANDOU AND SIBASA - DISTRICT OFFICES
Ntr Moshapo, Head - Thohoyandou District gave the back ground of activities in his office. A similar old system of service provision to member of the community. Regular trips to out skirts in the deeper rural areas are under taken every day. Out reach programmes are conducted, meetings are held with Chiefs and other structures of the community.

FINDINGS:
- There is an itinerary for villages and schools to be visited every
year. An area is only visited once in a year.
- shortage of staff
- shortage of office space
- important files were stored in a passage were anyone can read or
destroy or do anything to these files. These files were totally
exposed to any kind of abuse.

PROBLEMS:
- illegal immigrants being issued birth certificates by unknown
person and priests.
- community members claiming parenthood on illegal immigrants
-people streaming to query about their social grants. Some of
these social grants were stopped when a re-registration was conducted. Some were recommended by Chiefs even though some if not most did not deserve it, others their dates of birth were not corresponding with the new information on the application.
- shortage of transport to cover far lying areas.
- lack of funds for stationery, to S&Ts for staff, etc.
- processed IDs are posted the Chief of the relevant village, the problem here is that people are charged R30.00 - R50.00 by the Chiefs when for collection of their IDs.

OBSERVATION:
- there is still a large number of people who are still in possession
of the old Venda reference book. Government officials are the
culprits in this instance.
- the ID campaign its way back.
- Chiefs of Kraals given list of requirements for an ID application,
registration, etc. This information is left to them to inform their
people. People will only get a clear explanation on the day when
the officials are present.
- there is a clear indication that by the time of the elections in
1999, large percentage of people will still be out of ID's.
A request was made that the following documents should be faced out as they are open to abuse and fraud:

- Baptism certificates letters from school
- letters from Headmen of the Kraals in villages
- letters from civics

Vital registration: clinics and hospitals must register newly borns immediately.

Death Registration: clinics and hospitals must be given the authority to certify deaths, at present is only doctors who can certify deaths.

GA-PHASHA (Pietersburg District) MOBILE LINIT
Mrs ME Tladi, Head of Mobile Units and Civic Affairs hosted the delegation.
Headman to the Chief; Mr Ramotloung was also present.

PROBLEMS:
- lumination when working after hours
- transport
- false baptism certificates (illegal immigrants)
- conflicts between Chief and members TLC's (Transsional Local
Councils)

OBSERVATION
- a large number of people, particularly youths over eighteen does
not have IDs.
- registration of cultural unions/marriages its still an enormous problem to officials.
- ID campaigns are still lacking behind.
- the community expressed a concern of being paid a visit by the
officials once in year.

LEBOWAKGOMO REGIONAL OFFICE
Mrs Seg6ale, Head of the Lebowakgomo District Office and her assistant Mr Sehlabane Maleka hosted the delegation.
The system and way of function is similar to the once discussed above. Problems are also similar.

The ID campaign is lacking far behind.

NORTHERN PROVINCE REGIONAL OFFICE AND PIETERSBURG DISTRICT OFFICE
The delegation was given surity that the ID campaign will be managed, provided more vehicles and manpower are added to carry work load. This office is also conducting mobile units and has permanent service points 'with permanent staff. An unofficial statistic was given that 30% of the total population in this province does not have IDs.

PROBLEMS
- volunteers coursed problems in the past by demanding
permanent appointment.
- shortage of terminal (computers)
- illegal immigrants (baptism certificates fraud)
- officials in the province who are involved in issuing of IDs
illegally of aliens.
- registration of children born in exile
- department has a serious problem for staff knocking of late, it is
restricted to drive a government vehicle at night
- other problems are administratively related.

This department is proud of its Core Task Statistics (CTS) compared to the compliment staff. Their CTS is far above average compared to other offices in the province.

COMMENTS
- It is evident that there are still problems causing tardiness in some areas in terms of service delivery.

The ID campaign in other areas of the country is still behind.

- ID campaigns needs intensification
- Public education in terms of the importance of being in
possession of an ID is rather urgent.
- Section 41 and Section 43 of the Political assailum Act - needs
urgent attention

NORTH WEST PROVINCE: 16-17 March 1998
Mareetsane Tribal Office - Mareetsane Village

Traditional leaders and their councillors from neighbouring villages were in attendance.

Mareetsane is situated in the North Eastern part of Mmabatho and is approximately 150 km in geographic distance. This village is under leadership of Kgosi Batho Batho Motshegare who also attended and could not contain his happiness for the fact that it was for the first time that Parliamentarians visited his village.
Officials who were present from the department and its districts:
Dr MO Maduo (Regional Director), Mr CL Sebogo (Regional
Representative - Klerksdorp), Mrs MI Mantihasi (Acting Regional
Representative - Mmabatho), Mr MA Moroka (Chief Immigration
Services - Mmabatho), Ms PE Pule (Acting Assistant Director -
Molopo), Ms ML Molete, Mrs KJ Msimanga, Mr 1K Malla, Mr BE
Madikwe (Taung District), Mr MT Mocwaledi (Ganyesa District),
Mr I\IJ Manone (Vryburg District), Mr LR Sedumedi (Taung
District), District Councillors were also in attendance.

- seven districts under the province's Home Affairs Department were present. The following districts were represented:
- Klerksdorp, Mmabatho District, Mareetsane District, Molopo District Taung District, Ganyesa District and Vryturg District.

The Delegation met with Mareetsane Community, surrounding villages and farm dwellers. The meeting was part of North West Home Affairs community out-reach programmes.

The following aspects were explained to the community: Needs for birth registration, application ID's; marriage certificates; the need for registration of deaths and marriages, particularly customary marriages where only one wife is spouse. Polygamy ; actions taken against illegal immigrants.

- problems of illegal immigrants

PROGRAMME CO-ORDINATION
A team from the department visit the area where the programme is to be conducted prior to the visit.

- traditional leader and his council are the first contacts.
- follow-up meeting includes representatives from the political
parties, education, religion, NGO's etc.
- the last meeting includes all stakeholders and children/students
from 15 years of age who are to acquire ID's.
- in this meeting, communities are given the opportunity to ask
questions of clarity, comments and suggestions.
- people are informed of the date when the mobile unit will visit
their area.
- Home Affairs posters are placed at strategic points to inform
people about Home Affairs' emphasis being on ID acquisition
Posters are than left around in the in these strategic points and
schools with the date which the mobile unit will be visiting that particular village/area. The message on the cards reads as follows in Setswana and English: Did you know that:
-you cannot vote in the 1999 elections
- you cannot open a bank account
- you cannot buy a house or a car
- you cannot obtain a travelling document without an ID.

The campaign proved to be a success. The number of registration forms processed has increased and a decrease in number of people who does not have the necessary documents (i.e. birth certificates, baptism certificates, etc.) to apply for their ID's has been experienced.

INPUT BY HOME AFFAIRS OFFICIALS AT THE MEETING
ID APPLICATIONS
- the role for traditional leaders can be to assist with ID
applications as far as adults are concerned, particularly those who
were never registered before and unknown to leaders.
- baptismal certificates with wrong information complicates
issues. this includes clinic card, letters from schools.
- ID documents that are obtained with marriage certificates
especially female applicants, delays the process.
- the head office in Pretoria is also blamed for most of the errors
and the tardiness in distributing the processed ID's.

DEATH CERTIFICATES
- remote areas do not have clinics, doctors or nurses to certify deaths, traditional leaders are allowed to certify deaths, but they need to be taught how to write/report the cause of death.

MARRIAGE CERTIFICATES
- this remains a headache for the department where illegal
immigrants come forward to marry local women to get permission
to stay in South Africa.
- they marry then vanish, they do not report back as required by
the Department.

ILLEGAL IMMIGRANTS
- South African citizens assists illegal immigrants to obtain ID's
fraudulently.
- Farmers aid some of the Business sector uses illegal immigrants
for cheap labour.
- health and education attracts neighbouring countries.

VITAL REGISTRATION
– in service training to health personnel is being conducted to register new borns immediately.

VISIT TO A MOBILE UNIT IN KRAAIPAN
The delegation was unfortunate enough to find the mobile unit gone in this area. The area is small, hence number of people who turned up for registration and applications for ID's was small.

VISIT TO RAMATLABAMA BOARDER GATE: SA AND BOTSWANA
Mr Motlogelwa who is the Head of the Boarder post took the delegation for a tour around the boarder post buildings.

FINDINGS
OFFICE EQUIPMENT
- telecommunication its a serious problem. This border post in
most cases, relies on the SA Police Services office for this facility.
- no fax facilities
- not all the staff members are computer literate. Passports are
screened at it takes time hence the aggression of some of the
members of the public.
- the manual system used by Botswana causes comprasism as
passports are not screened or otherwise processed.

MAINTANANCE OF STRUCTURES
- there is lack of co-ordination as far as maintainance is concerned
between the Department and the Provincial Public Works.
- there is no shelter for people, the concern expressed is that
people suffer during bad weathers like rain or extreme summer
heat.
- glass wall on counters for staff protection need to be installed'
- the Provincial Public Works Dept. could not install the above as
home affairs is national competency.
- farther, leaking and/or blocked toilets stand unattended,
authorisation for fixing them is awaited for months now from
Pretoria.

FRAUD
- Problems are still encountered from people who fiddles with their passports, trying to change names or dates of birth or expiry dates.
- Such passports are confiscated with immediate effect and such
persons are referred to the nearest Home Affairs department for assistance.

RACISM
- some whites who frequent this post, still feel that they cannot
stand in queues and that they need attendance first to others who
are waiting in the queue.
- reports are sent to of poor service by same people are sent to the
DG in Pretoria and the media happen to entertain these sensations.

Other problems experienced in this boarder post are more of an administrative nature. Issues of painting the buildings etc, is the responsibility of the regional representative. Be-that-as it may, boarder posts are the first face which a tourist or visitor to South Africa sees, thus they must present a good image at first sight.

BORDER POSTS
- North West has 13 border posts; 8 are manned by Home Affairs and 5 by SA Police Services.

LEGISLATION ON ILLEGAL IMMIGRANTS
- Section 41 and Section 43 of the Aliens Control Act:1995 as amended is huge problem for Home Affairs officials; section 41 makes provision that the person must be arrested and deported; they are rescued by section 43 when appearing in the magistrate court.
- these illegal immigrants has the tendency of handing themselves to police officials for deportation during festive seasons then come back illegally into the country after the festive season.
- Home Affairs officials gets threats from armed illegal immigrants in Klerksdorp and Winterveld, giving threats of attacking the country and taking it over.

FINDINGS:
The system of taking service to the people by means of mobile units or service points was inherited from the previous Bophuthatswana government. This system makes the ID campaign rather an easy task. The only need is to intensify the campaigns for registration and application of IDs.

THE DEPARTMENT'S SUCCESSESS:
North West succeeded in reducing fraud tremendously, 350 Mozabiquecans were arrested and other cases involving officials are being investigated.

HINDERED SERVICE AND PROBLEMS IN THE ID CAMPAIGN
North West Province is experiencing a lot of problems in the ID campaigns. The following are their problems:

- citizens who falsely claim parenthood on strange and/or illegal
immigrants
- baptism certificates issued to illegal immigrants by some priests;
some baptism certificates shows that a person was baptised in that
church 20 years ago only to find out that, the same church was
established 2 years ago; some Chiefs receives money to become
witnesses to these people this is done in collaboration with priests
who issues these baptism certificates
- parents who refuses to register a grandchild by their biological
mother's ID, chiming that they brought the child up (rules &
procedure vs culture)
- incorrect surnames, dates of birth, etc.
- farm workers who were never registered before, nor do they
know their date of birth.
- people still in possession of old TBVC states reference book
- disappearing of new ID's in the post

The following is an observation on hinderance to quality service, efficiency and ID campaigns:
- accommodation
- lack of funds - S&T's for staff; cleaning material; stationery and
printing equipments
- transport, lack of the aforementioned suggests an ineffective
service to the people.

- devolution of power will ensure efficient service with regard to ID's, Birth Certificates and Emergency Passports. If such can be processed at regional level a delay in ID applications will not be experienced.

A serious concern was raised with regard to whether baptism certificates should be used or not as fraud by illegal immigrants is very common around this aspect. One baptism certificate sells at R200.00 in the province. The request was that this document must be faced out as a legal or required document when applying for an ID.

A request was made that authority be given to tribal Chiefs to register/issue death certificates indicating the course of death. It was said that they will be taught how to complete such document to be acceptable to insurance companies.

The province is concerned about the centralisation of powers. The head office issues letters of confirmation, some of these confirmations could have been done by the Regional Director-General. These confirmation takes very long at times. Some of these confirmation are done by Administrative Officers, the province observed. The regional structures needs empowerment to ensure prompt service to the community.

The province indicated positiveness in continuing the ID campaigns and other services.

NOTHERN PROVINCE: 18 - 20 March 1998
The delegation here met, the Regional Director-General, Mr BM
L4uthada and Regional Representative, Mr Mabunde (Pietersburg
Region) who stayed with the delegation for the duration of this
visit.

Mr De Wet Monakeli, MPL (Northern Province Legislature) member of the Standing Committee on Home Affairs, joint the delegation for the first two days.

VISIT TO LOUIS TRICHARTD - DISTRICT OFFICE
Mrs Van Schaif who is the Director in the Louis Trichartd region, took the delegation for a short tour.

FINDINGS:
There is poor infrastructure and lack of office space. Office space is provided by the Department of Justice. The same building is shared with a clinic with no toilets available for either members of the public visiting Home Affairs offices and/or patience visiting the clinic.

PROBLEMS:
This office experiences two major problems:
- illegal immigrants being in possession of baptism certificate; a similar problem of these baptism certificate as experienced North West Province gave face.
- community members receiving large sums of money to apply for ID's for illegal immigrants; these people dearly claim parenthood of these aliens.
- people deliberately giving officials incorrect dates of birth; others are doing this in attempt to get certain grants (ie. old age pension).
- Mozambiquens and Zimbabwens constantly threatens officials claiming to be political refugees or claim to be political asylums.

VISIT TO THOHOYANDOU AND SIBASA - DISTRICT OFFICES
Mr Moshapo, Head - Thohoyandou District gave the back ground of activities in his office. A similar old system of service provision to members of the community. Regular trips to out skirts in the deeper rural areas are under taken every day. Out reach programmes are inconsistent, they depend on councillors meetings. Meetings are held with traditional leaders and other structures of the community.

FINDINGS:
- There is an itinerary for villages and schools to be visited every
year. An area is only visited once in a year.
- shortage of staff
- shortage of office space
- office space is provided by Justice Dept. and congested
- toilets are far
- no tap or fresh water to drink and to wash ink on hands
- important files were stored in a passage were anyone can read or
destroy or do anything to these files. These files were totally
exposed to any kind of abuse.

PROBLEMS:
- illegal immigrants being issued birth certificates by unknown
person and priests.
- community members claiming parenthood on illegal immigrants.
- people streaming to query about their social grants. Some of
these social grants were stopped when a re-registration was
conducted. Some were recommended by traditional leaders even
though some if not most did not deserve it, others their dates of
birth were not corresponding with the new information on the
application.
- shortage of transport to cover far lying areas.
- lack of funds for stationery, to S&Ts for staff; etc.
– processed IDs are posted the traditional leader of the relevant
village, the problem here is that people are charged R30.OO -
R50.OO by the traditional leaders when collecting their IDs.

OBSERVATION:
- there is still a large number of people who are still in possession
of the old Venda reference book. Government officials are the culprits in this instance.
- the ID campaign its way back.
- traditional leaders of Kraals are given a list of requirements For
an ID application, registration, etc. This information is left to them
to inform their people. People will only get a clear explanation On
the day when the officials are present.
- there is a clear indication that by the time of the elections in
1999, large percentage of people will still be out of IDs.

A request was made that the following documents should be faced out as they are open to abuse and fraud:

- Baptism certificates
- letters from school
- letters from Headmen of the Kraals in villages
- letters from civics

Vital registration: clinics and hospitals must register newly borns immediately.

Death Registration: clinics and hospitals must be given the authority to certify deaths at present is only doctors who can certify deaths.

GA-PHASHA (Pietersburg District) MOBILE UNIT
Mrs ME Tladi Head of Mobile Units and Civic Affairs hosted the delegation.

Headman to the Chief; Mr Ramotloung was also present. Activities in early learning centres and schools are interrupted when mobile units renders service to some communities

PROBLEMS:
- lumination when working after hours
- transport
- false baptism certificates (illegal immigrants)
- conflicts between traditional leaders and members TLC's
(Transsional Local Councils)

OBSERVATION
- a large number of people, particularly youths over eighteen does
not have Ds.
- registration of cultural unions/marriages its still an enormous
problem to officials.
- ID campaigns are still lacking behind.
- the community expressed a concern of being paid a visit by the
officials once in year.

LEBOWAKGOMO REGIONAL OFFICE
Mrs Segoale, Head of the Lebowakgomo District Office and her assistant Mr Sehlabane Maleka hosted the delegation.

The system and way of function is similar to the once discussed above. Problems are also similar.

The ID campaign is lacking far behind.

NORTHERN PROVINCE REGIONAL OFFICE AND PIETERSBURG DISTRICT OFFICE
The delegation was given surity that the ID campaign will be managed, provided more vehicles and manpower are added to carry work load. This office is also conducting mobile units and has permanent service points with permanent staff. An unofficial statistic was given that 30% of the total population in this province does not have IDs.

PROBLEMS
- volunteers coursed problems in the past by demanding
permanent appointment.
- shortage of terminal (computers)
- illegal immigrants (baptism certificates fraud)
- officials in the province who are involved in issuing of IDs
illegally to aliens.
- registration of children born in exile
- department has a serious problem for staff knocking of late, it is
restricted to drive a government vehicle at night
- other problems are administratively related.

This department is proud of its Core Task Statistics (CT S) compared to the compliment of staff. Their CTS is far above average compared to other offices in the province.

COMMENTS
- It is evident that there are still problems causing tardiness in
some areas in terms of service delivery.
- The ID campaign in other areas of the country is still behind.
- ID campaigns needs intensification
- Public education in terms of the importance of being in possession of an ID is rather urgent.
- Section 41 and Section 43 of the Aliens Control Act:1995 -needs urgent attention

RECOMMENDATION
1. Use of certain documents to obtain ID's needs review.
2. Participation of traditional leadership in ID campaigns should be addressed with urgency.
3. Co-ordination of Public Works and Transport Departments and provincial level needs urgent attention.
4. Death certificate-standardisation in remote areas and should be in such a manner to be acceptable to insurance companies.
5. Intensification of Out-reach programmes.
6. Co-ordination of Home Affairs. Health and Welfare activities in the Provinces.
7. Political intensiveness between traditional leaders and TLC's in the former Lebowa self governing state needs attention.

F: Conclusion
There is an urgent need to approve the provincial budgets for the ID campaign if we have to meet the registration deadline. Home Affairs officials need to undergo intensive training particularly those who came from the Justice Department. We need solutions to correct the population data at the Home Affairs headquarters in Pretoria. There is a need for better co-operation between departments and the structures of civil society like civic organisations, local governments, religious organisations, and MPs and their constituency offices in order to ensure that this ID campaign is successful.

G: Acknowledgements
The committee 'wish to thank the Director-General of Home Affairs, Mr Mokoena and his counterparts in the Provinces and everybody for the co-ordination of this visits. Regional Directors and their assistants who were always the visits.

The Committee would like to express its appreciation to all provinces visited. Their co-operation and efforts are greatly appreciated. Special mention must be made to the National Department of Home Affairs which made mammoth effort to provide the Committee with ground transport.