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2021 Learner Admission Guide

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Page 1: 2021 Learner Admission Guide · 2020. 9. 22. · Learner Admission Guide 7 4 Upon successful completion of the form (where all compulsory fields have been properly filled and the

2021 Learner Admission Guide

Page 2: 2021 Learner Admission Guide · 2020. 9. 22. · Learner Admission Guide 7 4 Upon successful completion of the form (where all compulsory fields have been properly filled and the

Learner Admission Guide 1

TABLE OF CONTENTS

APPLICATION PROCESS ....................................................................................................................................................................................... 2

Admissions Regulation 24 of 2020 as amended ....................................................................................................................................................... 2

STEP 1: ENTER PARENT DETAILS ........................................................................................................................................................................ 6

A. FOR FIRST TIME USERS ......................................................................................................................................................................................................... 6

B. FOR RETURNING USERS ....................................................................................................................................................................................................... 8

STEP 2: ENTER LEARNER DETAILS ................................................................................................................................................................... 13

A. Application for an Individual Learner ....................................................................................................................................................................................... 13

B. Application for Twins ................................................................................................................................................................................................................ 15

C. Application for Triplets ............................................................................................................................................................................................................. 16

STEP 3: APPLICATION PAGE .............................................................................................................................................................................. 17

DIFFERENT APPLICATION OPTIONS .................................................................................................................................................................. 21

A. APPLICATION UNDER THE SIBLING CRITERIA .................................................................................................................................................................. 21

B. APPLICATION UNDER A PARENT/ GUARDIAN OF APPLYING LEARNER BEING AN EMPLOYEE OF THE SCHOOL OF APPLICATION ................... 23

C. APPLICATION UNDER LEARNER’S PLACE OF RESIDENCE BEING WITHIN THE SAME SUBURB WITH THE SCHOOL OF APPLICATION ............. 25

D. APPLICATION UNDER LEARNER’S PLACE OF RESIDENCE BEING ADJACENT TO THE SUBURB OF THE SCHOOL OF APPLICATION ................ 26

E. APPLICATION UNDER THE FIRST COME FIRST SERVE ................................................................................................................................................... 26

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Learner Admission Guide 2

STEP–BY–STEP ADMISSIONS ONLINE APPLICATION USER GUIDE

FOR THE 2021 LEARNER INTAKE

APPLICATION PROCESS

In terms of Section 9 of NEPA, the admission policy of a public school and the administration of admissions by an education department

must not unfairly discriminate in any way against an applicant for admission.

Admissions Regulation 24 of 2020 as amended provides the preference order of admissions as:

a) The applicant learner has a sibling attending the school; b) The applicant learner’s parent is employed at the school; c) The applicant learner’s place of residence is in the same suburb as that of the school; d) The applicant learner’s place of residence is in a suburb adjacent to the suburb in which the school is; and e) The applicant learner is placed in order of his or her position, if any positions remain available after all the above criteria.

NB: The ranking of the applications for admission shall be in the order of the categories referred to the above.

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Learner Admission Guide 3

Parents access the web address: http://www.ncdoeadmissions.org to be on the “Welcome to Admissions Online Application for

2021” page.

Figure1

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Learner Admission Guide 4

Figure 2

Parents are required to read the information on the Welcome Page and click on “Apply for 2021” or click on “Register” (top right)

to access Terms and Conditions.

To start the registration process,

Click here

Will prompt the “Terms and Conditions” (as portrayed in

the following page)

To start the registration process,

Click here

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Learner Admission Guide 5

Parents must accept the Terms and Conditions by clicking or ticking the “Accept Terms and Conditions”. Thereafter click on “Continue” button in order to proceed with an application.

Upon accepting the “Terms and Conditions” and clicking the “Continue button”, Parents/ Guardians will be allowed to start the first of three steps of the system for the application to be completed. The above-mentioned three (3) steps process for the completion of the application, include the following:

1 Step 1 – Enter Parent/Legal Guardian Details

2 Step 2 – Enter Learner Details (parent can register more than two learners simultaneously, e.g. twins and triplets)

3 Step 3 – Application Page

Figure 3

Click here to accept the Terms and Conditions

Click here to proceed with the application

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Learner Admission Guide 6

STEP 1: ENTER PARENT DETAILS

A. FOR FIRST TIME USERS

1 First time users will be required to click the “Apply for 2021” button or click on Register (as demonstrated in figure 2 above)

to enter parent information before making an application (ALL users must create new credentials).

2 Immediately after accepting the Terms and Condition and clicking on the “Continue” button, the “Enter Parent/Guardian

Details” form (as depicted by figure 4 below) will pop up requiring the Parent/ Guardian to complete all fields on the form. All

fields marked with an asterisk are compulsory. The Landline and Email Address fields are not compulsory.

3 A username and password will be created by the parent to log in and access the main application as a user. The password must

have at least eight (8) characters, consisting of a capital letter, small letters, numbers and a special character, e.g.

P@ss2021.

Figure 4

Continue

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Learner Admission Guide 7

4 Upon successful completion of the form (where all compulsory fields have been properly filled and the password composition

adheres to the norm of at least eight (8) consisting of a capital letter, small letters, numbers and a special character, e.g.

P@ss2021), the “Submit” button at the end of the form becomes active for the parent/guardian to click on (which concludes

Step 1 of the application)

5 After submitting the “Enter Parent/Guardian Details” form by clicking the “Submit Parent/Guardian Details” button, the

application will automatically proceed to STEP 2 in order for the Parent/Guardian to Enter Learner Details. (The colour of STEP

1 will change to orange and the “Enter Learner Details” form appears as per figure 5 below)

Figure 5

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Learner Admission Guide 8

B. FOR RETURNING USERS

1. Returning users get into the system by clicking on the “Login” button at the top right corner (see figure 5 below)

Figure 6

Click here if you are a registered

user

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Learner Admission Guide 9

2. Upon clicking the “Login” button, the system pops up a screen (see figure 6 below) requiring that the Parent/ Guardian enters

his/her “Username” and the “Password”

3. After entering the correct Username and its matching Password, access to the system is provided. In case the application was

not completed the last time the Parent/ Guardian used the system, the system automatically takes the Parent/ Guardian to the

screen where he/ she left the application the last time he/she used the system. The system pops up a message stating “you

are being redirected to this page because you have not completed this step” – see figure 8 below.

Figure 7

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4. In an event that the Parent/ Guardian has forgotten his/ her password, the system will allow the parent/guardian to reset the

password. He/ she will have to click on “Forgot Password” (See figure 9 below);

5. Upon the “Forgot Password” button being clicked, the system pops up “Forgot Password” screen (depicted in figure 9 below)

requiring the Parent/ Guardian to enter his/her ID/Passport Number that was used to register, then click the “Recover

Account” button

Figure 8

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6. Upon entering the ID/ Passport number that was used for registration and clicking on the “Recover Account” button, the

system sends an sms with a Token to the cell phone number that was supplied during parent registration and pops up “Mobile

Token Reset” screen for the Parent/Guardian to enter required information including the Token sent via the sms (see figure 10

below)

Figure 9

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7. Once the account is recovered the parent/guardian will be able to access the system and proceed with the application.

Figure 10

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Learner Admission Guide 13

STEP 2: ENTER LEARNER DETAILS 1 The “Enter Learner Details” form requires the Parent/ Guardian to enter the details of the learner for which the application is to

be launched or sought:

• It is important to note that the application cannot be made unless the learner’s details are captured. Once again, fields with red

asterisk are compulsory fields

A. Application for an Individual Learner

Figure 11

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1. Application for individual learner starts by parent selecting “one child” option (which by the way is the default option);

2. Thereafter the parent/ guardian captures all required learner details. Important to note is the fact that immediately after the parent/guardian has selected the grade for which application is being made, the system pops up a message indicating to the parent/guardian the grade selected and which selection the parent or guardian must then confirm (by clicking on “Yes”) or reject (by clicking on “No”)

3. Once all learner details are correctly captured, the parent/guardian will have to click or tick the box for “Accept declaration”

4. After having ticked the “Accept declaration” box, the system pops up a “Declaration” form with three (3) declaration statements requiring the parent/guardian to read each statement and confirm having done so by ticking the respective box of each of the statement. Only once all three statements are ticked that the “Accept” button becomes active for the parent/ guardian to click on it;

Figure 12

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5. Once the parent/guardian clicks on “Accept”, the “Next” button of the “Enter Learner Details” page becomes active for the parent/ guardian to click on it.

6. Clicking on the “Next” button of the “Enter Learner Details” ends step 2 of the application and triggers the appearance of a pop-up box containing the application criteria. The parent/ guardian must read it and click “Ok”

7. Upon clicking “OK”, the application form is displayed (see step 3 for the rest)

B. Application for Twins

When a parent/ guardian wants to apply for twins, he/ she has to select the option “Twins” from the “Enter Learner Details” form as portrayed below by figure 13. Upon the selection of the option “Twins”, the system automatically changes the form (Enter Learner Details) into a form that makes it possible to record or capture twins, that is learner one and learner two.

Figure 13

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Learner Admission Guide 16

After correctly filling the form with the information of each of the twins, the parent/ guardian, likewise in the case of application for one individual child, must click on the box “Accept declaration” which pops up a “Declaration” form (see figure 12 above) with three (3) declaration statements requiring the parent/guardian to read each statement and confirm having done so by ticking the respective box of each of the statement. Only once all three statements are ticked that the “Accept” button becomes active for the parent/ guardian to click on it;

The rest of the actions work exactly the same as in the case for the application for an individual learner as state paragraphs 5, 6 and 7 of an application for an individual learner described above

C. Application for Triplets

When a parent/ guardian wants to apply for triplets, he/ she has to select the option “Triplets” from the “Enter Learner Details” form as portrayed below by figure 14. Upon the selection of the option “Triplets”, the system automatically changes the form (Enter Learner Details) into a form that makes it possible to record or capture triplets, that is learner one, learner two and learner three;

After correctly filling the form with the information of each of the triplets, the parent/ guardian, likewise in the case of application for one individual child, must click on the box “Accept declaration” which pops up a “Declaration” form (see figure 12 above) with three (3) declaration statements requiring the parent/ guardian to read each statement and confirm having done so by ticking the respective box of each of the statement. Only once all three statements are ticked that the “Accept” button becomes active for the parent/ guardian to click on it;

The rest of the actions work exactly the same as in the case for the application for an individual learner as state paragraphs 5, 6 and 7 of an application for an individual learner described above

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Learner Admission Guide 17

STEP 3: APPLICATION PAGE A parent can apply using the following options:

1 Sibling (applying to a school where your child has a sibling doing Grade 1-6 and/or Grade 8-11 currently) 2 One of the learner’s parents is employed at the school to which application is made 3 The learner’s place of residence is in the same suburb as that of the school 4 The learner’s place of residence is in a suburb adjacent to the suburb in which the school is 5 First come first served

Figure 14

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The following options will only be used for placement purposes and not used to make an application:

1 Boarding School

2 Previous School

1. As already mentioned during step 2, clicking on the “Next” button of the “Enter Learner Details” page ends step 2 of the application and triggers the appearance of a pop-up box containing the application criteria (see figure 15 below). The parent/guardian is to read it and confirming have done so by clicking “Ok”

2. Upon clicking “OK” (from the application criteria note message), the application form is displayed as depicted by figure 16 below.

The Parent only needs to select his/her child from the drop-down list of “learner name” field; then select the application option from the “select application option” field, before selecting the school from the “select school” field.

Figure 15

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It is only after the above is done that the “Submit Application” button becomes active requiring the parent/ guardian to click on it

3. Once the “Submit Application” button is clicked, the system displays a pop up message indicating to the parent/ guardian indicating the first two criteria order of placement; that are “Siblings and the parent of applying learner being an employee of the school of application”. The parent/guardian is required to click “Ok” from the pop up message then click the “Submit Application” button;

4. Upon clicking “Submit Application” button, the system pops up a proof of application that details as well supporting documents that need to be uploaded to the system within 7 days of application (see figure 17 below). If the documents are ready, the parent/guardian can also immediately upload the documents by clicking on “Upload documents” button

Figure 16

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• An application Waiting List number with a confirmation note will appear on the screen.

• Parents will receive an SMS confirming the successful submission of an application.

• Parents will be expected to submit all the required documentation to the system via the electronic document upload function within seven school days.

• A list of required documents will appear on the confirmation note of application for both SA citizens and Non-SA citizens.

• Parent can “Apply to another school for the same learner” or “Apply for another learner” or Log off.

• Parents must please make a note of the Waiting List number assigned to each of their applications NOTE: Documents must be submitted within seven school days after applying

5. Should the parent/ guardian wants to make another application for the same learner, he/she has to click on “Apply to another school for the same learner”; otherwise the parent/guardian may apply for another learner by clicking on “Apply for another learner” button or the parent/guardian may choose to exit the system by clicking on “Log off” (top right corner)

Figure 17

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Learner Admission Guide 21

DIFFERENT APPLICATION OPTIONS

A. APPLICATION UNDER THE SIBLING CRITERIA

When a parent applies using the Sibling option (criteria), he/she will have to provide the name and surname of the sibling, sibling

current grade, and the name of the school which the sibling is currently attending.

This process is triggered when the parent/ guardian selects, in the application form, the option “sibling”. Once that is

done, the system, after popping up the message on the order of criteria (as described in step 3 of application above),

automatically provides an “Add Sibling” button (as depicted in figure 18 below) for the parent/guardian to click on in order

to add sibling information or details

Figure 18

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Once the parent/ guardian clicks on “Add Sibling” button, the system displays “Enter Sibling Learner Details” as

depicted by figure 19 below for the parent/ guardian to provide needed details pertaining to the sibling

After capturing all needed sibling information and clicking on the “Submit” button, the system registers the learner applied

for and provides opportunity to the parent/guardian to “add another learner”, “add a sibling”, “view siblings” or apply to

“another school for the same learner”. Figure 20 below depicts the situation

Figure 19

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B. APPLICATION UNDER A PARENT/ GUARDIAN OF APPLYING LEARNER BEING AN EMPLOYEE OF THE SCHOOL OF APPLICATION

When a parent applies using the criteria where the “Parent/ guardian of applying learner is an employee of the school of

application”, he/she is only required to select from “Select Application option” related to the application criteria, select the

school of application (as portrayed by figure 21 below) and then click on “Submit Application” button

Figure 20

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Learner Admission Guide 24

Figure 21

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C. APPLICATION UNDER LEARNER’S PLACE OF RESIDENCE BEING WITHIN THE SAME SUBURB WITH THE SCHOOL OF APPLICATION

When a parent applies using his/her residence as the criteria, he/she is only required to select from “Select Application

option” the “Place of residence is within the same suburb with the school” option and then select the school of

application. Finally the parent/guardian should then click on “Submit Application” button (See figure 22 below)

Upon clicking the “Submit Application” button, the system pops up a proof of application that also details all supporting documents that need to be uploaded to the system within 7 days of application (see figure 17 above) If the documents are ready, the parent/guardian can immediately upload the documents by clicking on the “Upload documents” button

Figure 22

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D. APPLICATION UNDER LEARNER’S PLACE OF RESIDENCE BEING ADJACENT TO THE SUBURB OF THE SCHOOL OF APPLICATION

When a parent applies using the criteria of his/ her suburb being adjacent to the suburb of the school of application, he/she

is only required to select from “Select Application option” field the relevant option related to the application criteria, select

the school of application and then click on “Submit Application” button (See figure 18 above)

Upon clicking the “Submit Application” button, the system pops up a proof of application that also details all

supporting documents that need to be uploaded to the system within 7 days of application (see figure 17

above) If the documents are ready, the parent/guardian can immediately upload the documents by clicking on the

“Upload documents” button

E. APPLICATION UNDER THE FIRST COME FIRST SERVE

When a parent applies using the first come-first serve criteria, he/she is only required to select from the “Select

Application option” field the relevant option related to the application criteria, then select the school of application and

finally click on “Submit Application” button (See figure 18 above)