1. BRIEFING TO THE PORTFOLIO COMMITTEE ON HOME AFFAIRS: CHILDREN TRAVELLING INTO AND OUT OF SOUTH AFRICA AND CITIZENS RELATED ABILITY TO OBTAIN UNABRIDGED BIRTH CERTIFICATES
26 May 2015 1

2. OUTLINE OF THE PRESENTATION
Background
INTERNATIONAL BENCHMARK
Movement Statistics
Implementation of regulations on unabridged certificates (UBC)
Accelerating issuance of ubc
INTERVENTION AND INITIATIVES TO ACCELERATE ISSUANCE OF UBC
ACTIVITY TO CLEAR BACKLOG
PROJECTIONS
PROGRESS ON Registration OF BIRTH REGISTRATION WITHIN 30 DAYS and late registration of birth
CHALLENGES AND MITIGATIONS
BENEFITS FOR ACQUIRING UBC
WAY FORWARD
Recommendation

3. 1. BACKGROUND
The Immigration Regulations, 2014 came into effect on 26 May 2014.
The Regulations introduced a number of changes in relation to the travelling of minors in and out of the Republic.
These changes are in line with South Africa’s international obligation to curb child trafficking and also in line with the provisions of the Children’s Act, 2005 (Act No. 38 of 2005).
It is estimated that minors are trafficked through RSA borders every year and 50% of these minors are under 14 years.
In order to enable travellers to prepare for the implementation of the regulation dealing with minors travelling, its implementation was postponed to 1 June 2015.

4. 1. BACKGROUND cont.
As from 1 of June 2015, the immigration regulations require that parents (married, single and divorcees) travelling with their children (minors under 18 years) must, in addition to their passport, produce an unabridged birth certificate (UBC) of the child reflecting the particulars of the parents of the child or any other document with similar details, when exiting and entering South African ports of entry.
In terms of the South African Passport and Travel Documents Act, both parents must provide consent in as far as the issuance of a travel document is concerned.
In the case of single parents where the other parent, at the time of birth registration, did not acknowledge paternity, such consent would not be required for the purposes of travelling with a minor.
Single parents who by virtue of agreement at the time of birth registration had an acknowledgement of paternity from the other party, must produce consent from such party for the purposes of travelling with a minor.

5. 1. BACKGROUND Cont.
In the case of divorcees, the parents where custody of a child/children is shared, must produce consent from the other parent for the purposes of travelling with a minor.
Where a person is travelling with a child who is not his or her biological child, he or she must amongst others, produce
a copy of the unabridged birth certificate of the child;
an affidavit from the parents or legal guardian of the child confirming that he or she has permission to travel with the child.
Standard Operating Procedures for the above have been approved for implementation to ensure uniformity in all Ports of Entry.
The Department presented these requirements during the Civil Registration and Vital Statistics Conference that took place in Cote ‘d Ivoire in February 2015 and there was no objection.

6. 2. INTERNATIONAL BENCHMARK
SOUTH AFRICA
Country
Biometric
Unabridged Birth Certificate
Police Clearance
United Kingdom (UK)
Yes
It is a mandate document if minor is applying for visa and travelling with guardian or one parent
No for short stay
Canada
It is required for 40 high risk countries, South Africa is exempted
Consent form signed by both parents
United States of America (USA)
Birth Certificate and Consent form signed by both parents is required
Australia
Schengen
It is mandatory to enroll for biometric but if any applicant who applied after 6 June 2013, his/her biometric details are stored in the common visa information system (VIS) used by all Schengen countries. This details are valid till 59 months so applicant need not enroll for biometric data if travelling again within 59 months.
Unabridged Birth Certificate is required to apply for visa applicant below 18 years

7. 3. MOVEMENT STATISTICS OF CHILDREN
The following numbers of movements relating to persons under the age of 18 years have been recorded on the Department’s Movement Control System:

8. 3. MOVEMENT STATISTICS OF CHILDREN cont.
Statistics have been obtained from the Department’s Enhanced Movement Control System (EMCS) on the numbers of movements recorded over the last four (4) calendar years at the ports of entry (PoE).
The statistics do not include the movements of minors who travelled through a small number of POEs where the EMCS has not yet been installed, namely:
Gemsbok
Bray
Makgobistad
Zanzibar
Mokopong
Monanatsa Pass
Boesmansnek
8. Saldanha Bay
9. Mossel Bay
10. Ongeluksnek
11. East London harbour
12. Durban harbour passenger terminal
13. Couga harbour
14. Onseepkans

9. 4. IMPLEMENTATION OF REGULATIONS ON UNABRIDGED BIRTH CERTIFICATE (UBC)
South African children born from 3 March 2013 onwards and whose births are registered were issued with UBC on-the-spot.
Therefore, the population of children / minors that will be required to apply for unabridged certificates in line with the regulations would be children born between 1996 and February 2013.
On 1 August 2014 the DHA Ministers Management Meeting took a decision that Civic Services should develop a project plan that will improve citizen’s ability to obtain UBC in support of the new Immigration Regulation requirements (regulation 6(12)(a)(b)(c)) which will be implemented with effect from 01 June 2015.
The UBC project team was established to address the population of children / minors born between 1996 and February 2013 that are envisaged to apply for a UBC, hence already in possession of a passport.

10. 5. ACCELERATING ISSUANCE OF UBC – PREMODIFICATION PROJECT
Approximately 17 million children were born between 1996 and February 2013
Out of this population, approximately 1.1 million children have been issued with valid SA passports
Out of the above population, children born in 1996 with passports no longer require UBC due to the fact that they have turned 18 years of age.
The UBC Pre-modification project therefore focused on preparing the UBC for who are potential travellers that will be immediately affected by the implementation of Immigration Regulations 6(12)(a)(b)(c) whilst the existing backlog on UBC applications had to be eradicated

11. 6. INTERVENTIONS AND INITIATIVES TO ACCELERATING / FAST TRACK ISSUANCE OF UBC - (PROGRESS REPORT PRE-MODIFICATION)
In order to accelerate the issuance of UBCs the following interventions and initiatives were undertaken through the project:
Development and implementation of a function/application that allows the insertion of parent particulars prior to them applying for UBC (Pre-modification Function).
A UBC pre-modification team has been established and is currently pre- modifying birth records. Therefore children whose UBC has been Pre-Modified will receive their UBC on-the-spot upon application.
The records indexing system was enhanced to:
Validate all data inputs against NPR before acceptance thereof;
ease record locating thereby significantly reducing the time and resources required to locate a record;
simplified the indexing of new records by changing it from manual capturing of IDN to scanning of the barcode on the registration form which has already been linked to the IDN

12. 6. INTERVENTIONS AND INITIATIVES TO ACCELERATING / FAST TRACK ISSUANCE OF UBC - (PROGRESS REPORT PRE-MODIFICATION) cont.
An instruction was issued to all front offices to encourage all parents applying for passports in respect of children under the age of 18 years to also apply for the UBC (Passport Control Instruction)
In order to deal with capacity demands trainees (cadets) from the Learning Academy were trained and deployed to assist with UBC project. In addition officials from the respective provinces were seconded to the project. (Pre-modification team)
An analysis was done of all UBC applications lodged to date and it was revealed that:
from the children with passports have already applied for UBC which has not been modified yet. These applications were prioritised and finalised.
amongst these applications there are children who are below 18 years of age. These applications are currently being fast-tracked with the purpose of having it finalised before 1 June (Backlog)

13. 6. INTERVENTIONS AND INITIATIVES TO ACCELERATING / FAST TRACK ISSUANCE OF UBC - (PROGRESS REPORT PRE-MODIFICATION) cont.
The current volume of UBC applications balance on-hand, i.e applications that are still within the 6-8 week turnaround time, is (18 May 2015).
In order to ensure that the backlog is eradicated and to avoid the creation of a cumulative backlog, work streams for both these categories were established.
Except for instances where records cannot be located (F170), all new UBC applications are immediately modified to avoid cumulative backlog
An amount of 10 million rand has been allocated to digitize records for easy retrieval. This could expedite modification of records

14. Statistics: Children in possession of Passports
YEARS of birth
(A)
NO. OF PASSPORT HOLDERS PY
(B)
UNABRIDGED CERTIFICATES ON CVT ALREADY PRINTED/COLLECTED AT INCEPTION OF PROJECT
(C)
APCAPTURED AGAINST CVT (MODIFIED) – (BACKLOG)
PRE-MODIFIED
(D)
CLOSING BALANCE AS AT 14 May 2015
Mar-13
4 984
1 448
26 098
2012
33 688
1 555
2011
40 723
563
2010
47 755
427
2009
54 291
305
2008
60 912
261
2007
45 377 55
2006
40 801 42
2005
59 832 34
2004
69 578
106
2003
69 447 79
2002
70 230 83
2001
73 186
2000
76 580 63
1999
76 235
123
1998
78 566
1997 (May – Dec)
69 942 7
1997 (Jan – April)
*12631
1996
*86 387
5 288
Total number of Children born between 1996 and 2013/03 with passports : (Project Population) Total number of children already in possession of UBCs (CVT) (PRINTED/COLLECTED) : Total number of children – application lodged against CVT (Backlog) : Total number of children born in 1996 with passports no longer requiring UBC due age 18 : Total number of children born in 1997 (Jan - Apr) with passports no longer requiring UBC due age 18 : Pre-modified records (14 May 2015) :
Total number of children in possession of passports without UBC : (Closing Balance)
*Out of the project population a total of cases concluded

15. 7. ACTIVITY PLAN TO CLEAR BACKLOG
There are 9112 outstanding UBC applications for children who are 18 years of age and below, who have applied for passports (backlog).
The current UBC applications is 5674 which is within weeks
Prioritizing of UBC applications for below 18 years. The project team has been set up to clear the outstanding UBC will be by end of May
Matched all UBC applications against available records in batches
More than records already been requested from records team
Increased modification of records norm from 120 to a minimum of 150 per day
Finalisation of outstanding UBC applications and be ready for issuance on or before 01 June 2015

16. 8. PROJECTION OUTSTANDING (as at 14 May 2015) 551 739
Norm = 300 pre-modifications per day per official Officials (Pre-modification) = 33 Weeks until implementation = 3 Projected production for the month of May =
PROJECTION of Cases Concluded BY END MAY
Production Status as on 14 May = Projected production (15 – 30 May) = Production Performance against project end May =
Outstanding by end of May (Projection) =
ESTIMATED PROJECT CONCLUSION PHASE 1 = (end July 2015) 16

17. 9. PROGRESS ON BIRTH REGISTRATION
There has been an increase in the number of births registered within 30 days since 2010
An increase in the number of birth registration is a result of heightened awareness programmes aimed at encouraging birth registration within 30 days
Subject & F year
2012/13
2013/14
2014/15
Midyear birth estimates (Stats SA)
Birth Registration within 30 days (DHA)

18. 10. CHALLENGES & MITIGATIONS CHALLENGES MITIGATION
No records/ Missing records
Effect F170 (reconstruction of records) – an SMS is sent to the client
Non response by client when requested to submit required documents (DHA 24)
Reminder / Communication with client

19. 11. BENEFITS FOR ACQUIRING UBC
Child protection and security (including protecting children from child trafficking)
Ability to travel with children across RSA borders from 01 June 2015
Access to government socio-economic benefits (social grants)
UBC is required for elementary school admission, medical aid schemes and estates
Other countries need UBC for Permanent Residence and Visa applications, etc

20. 12. WAY FORWARD
The new immigration regulations will be implemented from 1 June
Every year the number of requests for UBC will decrease as affected minors reach age of majority.
A Passport Control Instruction was issued that parents applying for a passport for their child/ren must simultaneously apply for a UBC for their child/ren.
A Hotline will be put in place to address emergency cases.
An amount of R10 million has been allocated for the digitisation of records project

21. Thank you!
End