Complete Guide to LURITS Numbers: How to Register, Track & Transfer Learners

If you’re a South African school administrator wondering how to get a LURITS number for a new learner, you’re not alone. The Learner Unit Record Information Tracking System (LURITS) is the Department of Basic Education’s (DBE) central database for tracking every learner in South Africa, and navigating the registration process can be confusing—especially when SA-SAMS isn’t cooperating.

This comprehensive guide walks you through everything you need to know about LURITS numbers: what they are, why they matter, how to register new learners, track existing numbers in SA-SAMS, handle transfers between schools, and troubleshoot common errors. Whether you’re registering a Grade R learner for the first time or transferring a Grade 12 learner mid-year, this guide covers it all.

What Is a LURITS Number?

A LURITS number is a unique 13-digit identifier assigned to every learner in South Africa’s public and independent schools. Think of it as a learner’s “ID number” for the education system—it follows them from Grade R through Grade 12, regardless of which school they attend.

The LURITS system is managed by the DBE’s Education Management Information System (EMIS) and integrates with SA-SAMS (South African School Administration and Management System), the official school administration software used by most public schools. When you register a learner in SA-SAMS, the system automatically generates or retrieves their LURITS number from the central database.

Why LURITS Numbers Matter

LURITS numbers are mandatory for several critical reasons:

1. DBE Compliance: Schools must register all learners in LURITS to comply with the South African Schools Act (SASA) and DBE regulations. Failure to register learners can result in funding shortfalls and compliance issues.

2. Learner Tracking: The DBE uses LURITS to track learner mobility, dropout rates, and progression across the system. This data informs policy decisions and resource allocation.

3. Funding: Many funding models (including quintile-based funding and learner support materials) depend on accurate learner counts in LURITS.

4. Transfer Documentation: When learners move between schools, their LURITS number ensures continuity of records, assessment history, and funding.

5. National Senior Certificate (NSC) Registration: Grade 12 learners must have valid LURITS numbers to register for the NSC examinations.

Understanding the LURITS Registration Process

The LURITS registration process varies slightly depending on whether you’re registering a new learner (never been in the system), transferring a learner from another school, or correcting an existing record. Here’s how each scenario works:

New Learner Registration

When a learner enters the South African school system for the first time—typically in Grade R or Grade 1—they need a new LURITS number generated. This process happens through SA-SAMS (or, in some cases, directly through your provincial EMIS office).

Required Information for LURITS Registration:

• Learner’s full name (as per birth certificate or ID)
• Date of birth
• South African ID number (if available) or passport number (for foreign nationals)
• Gender
• Home language
• Parent/guardian contact details
• Previous school information (if transferring)
• Medical information (if applicable)
• Special needs status (if applicable)

Transfer Learner Registration

When a learner transfers from one school to another, their LURITS number transfers with them. The receiving school retrieves the learner’s existing LURITS number from the central database using their ID number or previous school details. No new number is generated—the existing one is simply linked to the new school.

LURITS Number Format

LURITS numbers follow a specific 13-digit format:

• First 2 digits: Province code (e.g., 01 = Eastern Cape, 02 = Free State, 03 = Gauteng)
• Next 2 digits: District code
• Next 2 digits: Circuit code
• Next 5 digits: Sequential learner number
• Last 2 digits: Check digits (for validation)

How to Register a New Learner and Get a LURITS Number

Follow these step-by-step instructions to register a new learner and obtain their LURITS number through SA-SAMS:

Step 1: Gather Required Documentation

Before you start the registration process, ensure you have:

• Learner’s birth certificate or ID document
• Parent/guardian ID document
• Proof of residence (utility bill, lease agreement, or affidavit)
• Transfer card (if learner is transferring from another school)
• Immunisation card (for Grade R/1 learners)
• Previous school reports (if applicable)

Step 2: Log Into SA-SAMS

Open SA-SAMS on your school’s computer and log in with your administrator credentials. Ensure you have an active internet connection, as SA-SAMS needs to communicate with the central LURITS database.

Note: If SA-SAMS is offline or experiencing connectivity issues, you may need to register learners manually and sync later. See the troubleshooting section below for offline registration procedures.

Step 3: Navigate to Learner Registration

In SA-SAMS, navigate to: Learners → New Learner → Register New Learner

Alternatively, you can access this through: Administration → Learner Management → Add New Learner

Step 4: Enter Learner Personal Information

Fill in the learner’s personal details exactly as they appear on their birth certificate or ID:

• Surname: Enter the learner’s surname (family name)
• First Names: Enter all first names as they appear on the birth certificate
• Date of Birth: Use the format DD/MM/YYYY
• Gender: Select Male, Female, or Other (as per ID document)
• ID Number: Enter the 13-digit South African ID number (if available)
• Passport Number: For foreign nationals without SA ID, enter passport number and country of origin

Important: Ensure all names match the birth certificate exactly. Discrepancies can cause LURITS registration failures or duplicate records.

Step 5: Enter Contact and Address Information

Enter the learner’s home address and parent/guardian contact details:

• Physical Address: Street address, suburb, city, postal code
• Postal Address: If different from physical address
• Parent/Guardian Name: Full name of primary contact
• Parent/Guardian ID Number: 13-digit ID number
• Contact Numbers: Cell phone and landline (if available)
• Email Address: If available

Step 6: Enter Educational Information

Select the learner’s current grade and class:

• Grade: Select from Grade R through Grade 12
• Class: Select the specific class/stream
• Home Language: Select from the dropdown (e.g., isiZulu, Afrikaans, English, Sesotho)
• Previous School: If transferring, enter the name and EMIS number of the previous school
• Previous LURITS Number: If the learner already has a LURITS number from a previous school, enter it here

Step 7: Submit for LURITS Registration

Once all information is entered, click “Save” or “Register Learner”. SA-SAMS will:

1. Validate the information against the central LURITS database
2. Check for duplicate records (using ID number or name/date of birth combination)
3. Generate a new LURITS number (for new learners) or retrieve an existing one (for transfers)
4. Display the assigned LURITS number on screen
5. Save the learner record to your school’s local SA-SAMS database

Step 8: Verify LURITS Number Assignment

After registration, verify that the LURITS number was successfully assigned:

1. Navigate to Learners → Learner List
2. Search for the newly registered learner
3. Open their learner profile
4. Check the “LURITS Number” field—it should display a 13-digit number

If the LURITS number field is empty or shows an error, see the troubleshooting section below.

Step 9: Print Transfer Card (If Applicable)

If the learner is transferring to another school, print a transfer card:

1. Navigate to Reports → Learner Reports → Transfer Card
2. Select the learner
3. Print the transfer card, which includes:
   • Learner’s personal information
   • LURITS number
   • Previous school details
   • Assessment history summary

How to Track LURITS Numbers in SA-SAMS

Once learners are registered, you’ll need to track and manage their LURITS numbers throughout the academic year. Here’s how to find and verify LURITS numbers in SA-SAMS:

Viewing LURITS Numbers for Individual Learners

To view a learner’s LURITS number:

1. Navigate to Learners → Learner List
2. Search for the learner by name, ID number, or student number
3. Double-click the learner’s name to open their profile
4. The LURITS number appears in the “Learner Information” section at the top of the profile

Generating LURITS Number Reports

To generate a report listing all learners’ LURITS numbers:

1. Navigate to Reports → Learner Reports → Learner List with LURITS
2. Select filters (grade, class, registration date range)
3. Click “Generate Report”
4. The report displays:
   • Learner name
   • Student number
   • LURITS number
   • Grade and class
   • Registration date

Bulk LURITS Number Verification

To verify LURITS numbers for multiple learners at once:

1. Navigate to Administration → Data Validation → LURITS Verification
2. Select the grade(s) or class(es) to verify
3. Click “Verify All”
4. SA-SAMS will check each learner’s LURITS number against the central database
5. The report highlights any learners with:
   • Missing LURITS numbers
   • Invalid LURITS numbers
   • Duplicate LURITS numbers
   • Mismatched personal information

Exporting LURITS Data for EMIS Submission

At the end of each term, schools must submit learner data (including LURITS numbers) to their provincial EMIS office:

1. Navigate to Reports → EMIS Reports → Learner Data Export
2. Select the reporting period (Term 1, Term 2, Term 3, or Annual)
3. Click “Export”
4. The exported file includes all learner records with LURITS numbers, ready for EMIS submission

Handling Learner Transfers and LURITS Numbers

When learners transfer between schools, their LURITS numbers must transfer with them. Here’s how to handle incoming and outgoing transfers:

Receiving a Transfer Learner

When a learner transfers to your school:

1. Request Transfer Documentation: Ask the parent/guardian for:

   • Transfer card from the previous school
   • Latest school report
   • LURITS number (if available on transfer card)

2. Register in SA-SAMS: Follow the new learner registration process (Steps 1–9 above), but:

   • Select “Transfer Learner” instead of “New Learner”
   • Enter the previous school’s EMIS number
   • Enter the learner’s existing LURITS number (if provided)

3. SA-SAMS Retrieval: If the LURITS number isn’t provided, SA-SAMS will attempt to retrieve it automatically using:

   • Learner’s ID number
   • Name and date of birth combination
   • Previous school EMIS number

4. Verify Transfer: Once registered, verify that:

   • The LURITS number matches the transfer card
   • All personal information is correct
   • Previous assessment history is visible (if transferred mid-year)

Releasing a Transfer Learner

When a learner transfers out of your school:

1. Update SA-SAMS: Navigate to Learners → Learner List → Select Learner → Transfer Out
2. Enter Transfer Details:
   • Date of transfer
   • Destination school name and EMIS number
   • Reason for transfer (optional)
3. Generate Transfer Card: Print the transfer card, which includes the learner’s LURITS number
4. Submit to EMIS: The transfer will be reflected in your next EMIS submission

Important: Never delete a learner record when they transfer out. Always use the “Transfer Out” function to maintain accurate records and preserve the LURITS number linkage.

Common LURITS Registration Errors and How to Fix Them

SA-SAMS and LURITS registration can be frustrating when errors occur. Here are the most common problems and their solutions:

Error: “Duplicate LURITS Number Found”

Cause: The learner already has a LURITS number registered in the system (either from a previous school or a duplicate registration).

Solution:

1. Check if the learner has a transfer card with an existing LURITS number
2. If transferring, use the “Transfer Learner” option and enter the existing LURITS number
3. If it’s a duplicate registration at your school, search SA-SAMS for the learner’s name/ID to find the existing record
4. Contact your provincial EMIS office if you suspect a system-wide duplicate

Error: “Invalid ID Number Format”

Cause: The ID number entered doesn’t match the required 13-digit format or contains invalid characters.

Solution:

1. Verify the ID number on the learner’s birth certificate or ID document
2. Ensure you’re entering exactly 13 digits (no spaces or hyphens)
3. For foreign nationals without SA ID, use the passport number field instead
4. Check that the ID number’s check digit is correct (the last digit validates the ID number)

Error: “SA-SAMS Cannot Connect to LURITS Database”

Cause: Internet connectivity issues, SA-SAMS server downtime, or firewall restrictions.

Solution:

1. Check your internet connection
2. Verify that SA-SAMS can access external websites (test by opening a browser)
3. Contact your school’s IT administrator to check firewall settings
4. If offline, register learners locally in SA-SAMS and sync when connectivity is restored:
   • Navigate to Administration → Data Sync → Manual Sync
   • Select “Sync Learner Registrations”
   • Click “Sync Now”

Error: “Learner Information Mismatch”

Cause: The learner’s name or date of birth in SA-SAMS doesn’t match the information in the central LURITS database.

Solution:

1. Verify the learner’s information against their birth certificate or ID document
2. Ensure names are spelled exactly as they appear on official documents (including middle names)
3. Check that the date of birth matches exactly (DD/MM/YYYY format)
4. If the learner has legally changed their name, you may need to update the LURITS record through your provincial EMIS office

Error: “LURITS Number Not Assigned”

Cause: The registration process completed, but no LURITS number was generated or retrieved.

Solution:

1. Check the learner’s profile in SA-SAMS—sometimes the number appears after a few minutes
2. Navigate to Administration → Data Sync → Manual Sync and sync learner data
3. If still missing, try re-registering the learner:
   • Delete the incomplete record (if no assessments have been entered)
   • Re-enter all information carefully
   • Submit again
4. Contact your provincial EMIS office if the problem persists

Error: “Previous School Not Found”

Cause: The EMIS number or school name entered for a transfer learner doesn’t match records in the LURITS database.

Solution:

1. Verify the previous school’s EMIS number with the parent/guardian or transfer card
2. Use the SA-SAMS school lookup tool:
   • Navigate to Administration → School Lookup
   • Enter the school name or EMIS number
   • Select the correct school from the results
3. If the school isn’t found, the learner may be transferring from an independent school or outside South Africa—register as a new learner instead

DBE Requirements and Compliance

Understanding DBE requirements around LURITS registration is essential for compliance:

Mandatory Registration Timeline

• New Learners: Must be registered within 30 days of admission
• Transfer Learners: Must be registered within 14 days of admission
• Grade 12 Learners: Must have valid LURITS numbers before NSC registration (typically by end of Term 2)

EMIS Submission Deadlines

Schools must submit learner data (including LURITS numbers) to their provincial EMIS office:

• Term 1: End of March
• Term 2: End of June
• Term 3: End of September
• Annual Submission: End of October

Late submissions can result in funding delays and compliance penalties.

Data Accuracy Requirements

The DBE requires schools to:

1. Verify LURITS Numbers Annually: Run LURITS verification reports at least once per year
2. Correct Errors Promptly: Fix duplicate records, mismatched information, and missing numbers within 30 days
3. Maintain Transfer Documentation: Keep transfer cards and registration forms for audit purposes
4. Report System Issues: Notify your provincial EMIS office if SA-SAMS connectivity problems prevent registration

Consequences of Non-Compliance

Failure to register learners in LURITS or submit accurate data can result in:

• Reduced funding allocations (based on inaccurate learner counts)
• Delayed learner support materials delivery
• NSC registration problems for Grade 12 learners
• Audit findings and compliance penalties
• Loss of quintile-based funding eligibility

Best Practices for LURITS Management

Follow these best practices to keep your LURITS registrations accurate and compliant:

1. Register Learners Promptly

Don’t wait until the end of the term to register new learners. Register them as soon as they’re admitted to avoid:

• Backlogs that cause registration errors
• Missing LURITS numbers during EMIS submissions
• Delayed funding allocations

2. Verify Information Before Submission

Double-check all learner information against official documents before submitting to SA-SAMS:

• Names must match birth certificates exactly
• Dates of birth must be accurate (errors affect grade placement)
• ID numbers must be correct (typos cause duplicate record problems)

3. Keep Transfer Documentation Organised

Maintain a filing system for:

• Transfer cards (incoming and outgoing)
• Registration forms
• LURITS verification reports
• EMIS submission confirmations

This documentation is essential for audits and troubleshooting.

4. Run Regular LURITS Verification Reports

Schedule monthly LURITS verification reports to catch errors early:

• Missing LURITS numbers
• Duplicate records
• Mismatched personal information
• Invalid LURITS number formats

5. Train Staff on SA-SAMS Registration

Ensure all admin staff who register learners are trained on:

• SA-SAMS navigation
• LURITS registration procedures
• Error troubleshooting
• Transfer processes

6. Maintain Backup Records

Keep backup copies of:

• Learner registration data
• LURITS number lists
• EMIS submission files

Store backups securely (encrypted, password-protected) and retain them for at least 7 years per SASA requirements.

7. Sync SA-SAMS Regularly

If your school experiences frequent internet connectivity issues:

• Register learners locally in SA-SAMS
• Sync with the central database daily (or as soon as connectivity is restored)
• Verify that LURITS numbers appear after syncing

How Fundisa Simplifies LURITS Management

Managing LURITS numbers manually in SA-SAMS can be time-consuming and error-prone, especially when dealing with connectivity issues or bulk registrations. Fundisa streamlines the process by automatically syncing with SA-SAMS and the LURITS database.

Automatic SA-SAMS Integration

Fundisa integrates seamlessly with SA-SAMS, so you can:

• Register learners once: Enter learner information in Fundisa, and it syncs automatically with SA-SAMS and LURITS
• Retrieve LURITS numbers automatically: When learners transfer in, Fundisa retrieves their existing LURITS numbers from the central database
• Verify numbers in real-time: Fundisa checks LURITS numbers against the central database as you register learners
• Handle offline registration: Fundisa works offline during load-shedding, then syncs when connectivity is restored

Bulk Registration Tools

Fundisa includes bulk registration tools that save hours of manual data entry:

• Import from Excel: Upload learner lists from Excel spreadsheets
• Batch LURITS verification: Verify LURITS numbers for entire grades or classes at once
• Automated error detection: Fundisa flags duplicate records, mismatched information, and missing numbers before submission

Transfer Management

Fundisa simplifies learner transfers:

• Automatic transfer card generation: Generate transfer cards with LURITS numbers in one click
• Transfer history tracking: See where learners came from and where they’re going
• Seamless data migration: When learners transfer in, their assessment history and LURITS numbers migrate automatically

EMIS Reporting Made Easy

Fundisa generates EMIS-compliant reports automatically:

• Termly EMIS submissions: Generate learner data exports (including LURITS numbers) for each term
• LURITS verification reports: Run verification reports on demand or schedule them automatically
• Compliance dashboards: See at a glance which learners are missing LURITS numbers or have registration errors

Learn more about how Fundisa syncs with SA-SAMS and LURITS automatically, or read our complete SA-SAMS user guide for more tips on managing learner data.

Frequently Asked Questions

How long does it take to get a LURITS number?

For new learners registered through SA-SAMS with a stable internet connection, LURITS numbers are typically assigned immediately (within seconds). If SA-SAMS is offline or experiencing connectivity issues, registration may take longer—sometimes up to 24–48 hours after syncing. Transfer learners usually have their LURITS numbers retrieved immediately if the previous school’s information is correct.

Can I register a learner without an ID number?

Yes, but the process is more complex. Learners without South African ID numbers (such as foreign nationals or learners awaiting ID documents) can be registered using their passport numbers. However, you’ll need to provide additional documentation, and the LURITS number assignment may take longer. Contact your provincial EMIS office for guidance on registering learners without ID numbers.

What happens if a learner’s LURITS number is wrong?

If you discover an incorrect LURITS number (e.g., it doesn’t match the transfer card or belongs to another learner), contact your provincial EMIS office immediately. They can correct the LURITS record and reassign the correct number. Never manually change a LURITS number in SA-SAMS—this can cause data corruption and compliance issues.

Do independent schools need LURITS numbers?

Yes, all schools (public and independent) that are registered with the DBE must register learners in LURITS. Independent schools use the same SA-SAMS system and LURITS database as public schools. However, some independent schools use alternative school management software—if your school doesn’t use SA-SAMS, contact your provincial EMIS office for guidance on LURITS registration procedures.

Can I see a learner’s full LURITS history?

SA-SAMS displays the learner’s current LURITS number and basic registration information, but it doesn’t show the full history of schools attended or transfers. For detailed LURITS history (including all schools a learner has attended), you’ll need to request a report from your provincial EMIS office. This is useful when investigating transfer discrepancies or verifying a learner’s educational background.

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Need help managing LURITS numbers at your school? Fundisa syncs with SA-SAMS and the LURITS database automatically, making learner registration and tracking effortless—even during load-shedding. Learn more about Fundisa or read our guide to SA-SAMS problems in 2026 for more troubleshooting tips.