APPLICATION OF PARTICIPATORY VILLAGE LAND-USE PLANNING,

ADMINISTRATION AND MANAGEMENT

STEP 5 implementation of village land administration: enhancement of security of land tenure
Objectives
I. To monitor implementation and ensure compliance with approved Village Land Use Plan
II. To establish a District Land Registry
III. To establish respective Village Land Registries
IV. To establish and authoritatively ascertain the existing land rights, boundaries, owners and rights
of other interested parties
V. To mark the established boundaries, erect planned land uses sign boards and record particulars of
land parcels in a village
VI. To prepare, register and issue Certificates of Customary Right of Occupancies (CCROs) to land
owners in the village

Important conditions to be met before starting implementation of village land administration:

enhancement of security of land tenure
I. Village boundaries established;
II. An approved Village Land Use Plan
III. Approved Village Land Use Management By-Laws;
IV. Villagers are aware of the process, need and use of CCROs and well mobilised;
V. An efficient and motivated PLUM team and VLUM committee;
VI. The required resources for this step are made available.
Activities to be involved during implementation of village land administration
1. Establish a District Land Registry
District land registry should be conducted by each District council as stated in The Village Land Act
(1999) Section 21(3). Under jurisdiction, supervision and direction of the Registrar of Land Titles.
The District Land Registry is particularly important to register(Certificates of Customary Right of
Occupancies) CCROs and resulting transactions.
Under this stage the PLUM team should conduct the Mapping and land registration for establishing and
demarcating property boundaries.
This enables to use the cadastral data-base to facilitate issuing title deeds.
2. Establish a Village Land Registry
It is a branch of the District Land Registry; kept by the Village Executive Officer (Section 21 of the
Village Land Act)
The Village Land Registry is necessary to register Certificates of Customary Right of Occupancies
(CCROs) requiring the VEO`s office.
Village land registry enables easy management of data obtained by PLUM team facilitating the process of
issuing land registration documents.
The village land registry should remain up-dated to keep pace with future changes in land use and rights
(through inheritance, selling, etc.)
 3. Conduct land parcels adjudication
This is a field based process, involving adjudication of private and communal land parcels.
It should be done in public including stakeholders.
village land adjudication under Village land Act is divided into two
a. Spot adjudication (Section 49)- Adjudication and survey of land for Certificates of Customary
Right of Occupancy (CCRO) is undertaken individually.
b. Systematic (Village) adjudication (Sections 51-55)- Adjudication and survey for CCROs is
undertaken covering large number of people in the village.
Before field the following should be done.
I. The Village Council should make a recommendation for Systematic Adjudication to the
Commissioner for Lands and posts publicly in the village.
II. The Village Assembly should consider application/recommendation of Systematic Adjudication
done by the Village Council
The District PLUM team should establish at least two Systematic Adjudication Teams (SAT) each
comprising of the following members;
a. 1 Adjudicator (PLUM team)
b. 1 Recorder (PLUM team)
c. 2 Villagers (VLUMC/Adjudication Committee)
d. Hamlet chair person.

The Systematic Adjudication Team should consult the village authority and prepare for systematic
adjudication.
The following steps are recommended to be followed in the field work;
I. Refer to basic data of the village in the village land use plan eg number of sub-villages
II. Using the above data to prepare a schedule for field work foreach team
III. Land owners should register with the VEO and obtain Parcel Identification Numbers (PIN) for
their land parcels
IV. land owners and adjoining neighbours should identify their boundaries
V. Trace the agreed boundaries of the land parcel on the satellite image
VI. If the satellite image is not available a GPS should be used
VII. The Recorder should record the parcels details (parcel number, name of owner/owners, land use
type, area and locality) on a Systematic Adjudication Record Form
VIII. The land owner and adjoining land owner should sign a consensus on their boundaries on a
Systematic Adjudication Record Form (SARF)
IX. Screen digitize/map coordinates the identified land parcels and enter the parcel details in the
attribute table and load the digital photos.
X. Copies of the digital maps and lists of land parcel details are lodged in the District Land Registry
and hard copies in the Village Land Registry.

4. Processing, registration and issuance of Certificates of Customary Right of Occupancies

(CCROs)
The Village Land Act requires that application be made for CCRO by any person claiming an interest in
land in an adjudicated area.
Applications are made and processed simultaneously with the adjudication exercise as follows
I. The Systematic Adjudication Records Form (SARF) is used to open a file for preparation of
CCRO in the District Land Office;
II. The District Land Officer prepare a CCRO in triplicate and send them to Village Executive
Officer;
III. The land owners sign the CCRO before VEO and pay requisite fees;
IV. Village Chairperson and Village Executive Officer sign and seal/stamp the CCRO;
V. The Village Executive Officer send the signed CCROs to the District Land Officer;
VI. The Authorized District Land Officer sign, seal, register and laminate one copy of CCRO;
VII. The District Land Officer file one copy of the CCRO in the District Land Registry; and send to
the respective Village Executive Officer two copies of the CCRO (including the laminated copy);
VIII. The Village Executive Officer make record and file one copy of the CCRO in the Village Land
Register; and issue one copy of laminated CCRO to the applicant (land owner/owners).
Required inputs and expected outputs
Inputs
I. Conduct land parcels adjudication
II. Prepare land parcel cadastral digital maps and hard copies
III. Prepare and produce CCROs
IV. Register CCROs at District and Village Land Registries
V. Issue CCROs to land owners
Output
I. A District Land Registry established;
II. Village Land Registries established;
III. Sign boards prescribing different land uses and regulations
IV. Private and communal land parcels adjudicated, documented and mapped in the District (data
base) and Village Land Registries;
V. CCROs are processed, registered and issued to land owners;
VI. Land tenure security enhanced;
VII. Land owners are able to use title deeds as collaterals.
Monitoring and evaluation
Involves the following activities
a. The PLUM team ensures the preparation and follow-up of the work-plans on a daily and weekly
basis. Considering time, materials, budget, and leads to the desired results.
b. The PLUM team monitors the cooperation among the district staff and with the villagers
c. Considering the key indicators which are used to measure progress are the quantifiable expected
outputs of implementation of village land administration
d. Reference should be made to the Community Action Plan, to identify the activities which have
been implemented so far.
e. The PLUM team should prepare monthly and quarterly reports, and present them to District Land
Use Planning Authority, through routine meetings of the District Council