1. ADMISSIONS ONLINE APPLICATION SYSTEM
MEDIATION PRESENTATION 2017 for 2018 LEARNER INTAKE

2. BACKGROUND
The Admissions Online Application was conceptualised in 2009, but introduced in 2014 when both paper based and e – Admissions Applications were used
In 2016 the Admissions Online Application went live on 19 April – using Online Admissions Applications only
The Objectives of the Admissions Online Application remains:
Eradicating long queues at schools during the Application period
Creating a centralised database for Planning and Reporting purposes
Ensuring that learners are placed within the legislative prescripts

3. REVIEW OF THE ADMISSIONS ONLINE APPLICATION
In 2016, a stakeholder review of the System was conducted
Feedback received from:
Parents and SGB Associations
School Principals and School Administrators
IDSOs, Circuit Managers, Administrative Staff, Interns and Head Office was used to develop New Features for the Admissions Online Application for 2018
After the review, the new features were incorporated into the system including, but not limited to:
Application Process Only – No Registration
Interactive Landing Page with regular updates
Clear Identification of Boy Schools/Girl Schools/ Schools of Specialisation/ Technical Schools/Schools with Boarding facilities/Combined Schools/Junior primary Schools and senior Primary schools
Electronically signed off Waiting Lists

4. REVIEW OF THE ADMISSIONS ONLINE APPLICATION
To enhance the effectiveness of the Admissions Online Application System the GDE is working in collaboration with SITA, e-Government and the Department of Home Affairs
The collaboration has ensured the following:
Functional Test and Risk Assessment
On site Test Environment
Process to verify Identity Numbers of all South African Citizens

5. Admissions Advocacy
The HOD will pronounce the Opening of the Admissions Application Period
Admissions Advocacy will be significantly enhanced and accelerated during each period of Admissions (Application and Placement)
Each school needs to conduct additional localised advocacy
Principals are urged to raise awareness to parents with Grade 7 learners about the need to apply online
Grade R sites must communicate with parents the Application Period

6. LEGISLATIVE FRAMEWORK
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.
Section 34 of NEPA provides the preference order of admissions as:
Learners whose parents live in the feeder area in their own or employers’ domicile
(ii) Learners whose parents work address is in the feeder area
The Provincial Admissions Regulations, General Notice No of 2001 provides that the learner whose parents live or work in the area must apply to a school closest to the address or apply to a school where the learner has a sibling

7. FRONT – END (used by APPLICANTS)
APPLICATION PROCESS
Parents access the web address: or ( to be on the “Welcome to Admissions Online Application for 2018” page

8. LANDING PAGE

9. TERMS AND CONDITIONS
Parents are required to read the information on the Welcome Page and click on the hyperlink for the Terms and Conditions.
An applicant/parent will not be allowed to proceed without Opening and reading through the full content of the Terms and conditions
Parents can also change the preferred language in which to complete the application form

10. LANDING PAGE
Regular updated news feeds will be displayed on the notification bar below to keep users informed
Eg, “Have you submitted your documents yet? Hurry and do so before time runs out”

11. LANDING PAGE

12. STEP 1: ENTER PARENT DETAILS

13. STEP 1: ENTER PARENT DETAILS
First time user will be required to click the “Apply for 2018” button to enter parent information before making an application (Users that registered last year must create new credentials)
The entry form will pop-up and parent should complete all fields on the form. The parent’s cell phone number is compulsory as this number will be used to communicate with the parents. (Telephone and fields are not compulsory
A Username and Password will be created by Parent to login and access the main application as a User
A SMS and/or an are sent to the parent indicating login username and password
After completion of STEP 1 the application will automatically proceed to STEP 2 (ENTER LEARNER DETAILS ) and the colour of STEP 1 will change to GREEN
Registered users will use the created login credentials to login to access the main application page

14. STEP 2: ENTER LEARNER DETAILS

15. STEP 2: ENTER LEARNER DETAILS
On this page a parent can:
Enter learner information (Application
cannot be made unless a learner is
registered)
Click submit after completing the learner information page
After completion of STEP 2 the application will automatically proceed to STEP 3 (APPLY TO A SCHOOL) and the colour of STEP 2 will change to GREEN

16. STEP 3: APPLY TO A SCHOOL

17. STEP 3: APPLY TO A SCHOOL
A parent can apply using the following options:
Home/Work address application - Applying to a school closest to your home or work address
Schools of Specialisation
Technical Schools
School where there is a sibling - Applying to a school where your child has a sibling doing Grade 1-6 and/or Grade 8-11.
School of choice- Applying to any school that you prefer. (NOTE: If you do not meet the criteria your application will be placed on Waiting List B). Apply to a school close to your work or home address as well to ensure that your child will get a school)

18. select the grade applying for in 2018
STEP 3: APPLY TO A SCHOOL
Parent to complete all the required fields on the page:
When Home/Work address Application is used:
select a learner
select the grade applying for in 2018
select the address (home or work) for the system to provide a list of schools closest to the address you provided

19. STEP 3: APPLY TO A SCHOOL applicant select a school on the list
click “ Apply” to submit your application
an application reference number with a confirmation note will appear on the screen
Parent can “Apply again” (Make another application to another school) or “Apply for another learner” or “Log-out”
Parents must take note of the waiting list number
There are 3 types of waiting list numbers starting with:
WA – Parent qualify in terms of the Regulation
WB – Parent do not qualify and need to apply to a school where the waiting list will be WA
WAB – the system cannot identify the address and need to apply where the waiting list WA

20. STEP 3: APPLY TO A SCHOOL
If the waiting list number is WB and WAB the possibility is that the learner will not get a space at the school where the parent applied. It is therefore recommended that the parent apply where the waiting list will be WA
 If the system cannot locate the address provided with geographical coordinates, the following pop up message will appear:

21. STEP 3: APPLY TO A SCHOOL

22. WAITING LIST NUMBER STARTING WITH WAB

23. SUBMISSION OF DOCUMENTS
NOTE: THE 7 DAYS IS CHANGING TO ON OR BEFORE THE CLOSING DATE (12 June 2017) WHEN DOCUMENTS MUST BE SUBMITTED
The list of required documents will be displayed online for Grade 1 and Grade 8 respectively
Schools will be able to indicate online when
parents have submitted documents
Parents will receive a text message reminding them to submit outstanding documents or to confirm submission of all documents
In addition, schools will issue to parents a receipt in hard copy of submitted documents

24. Application for a learner with a SIBLING AT A SCHOOL
Select Sibling option on the ‘Select Address Type’ field
Register sibling learner’s details by completing all field on the form
Click “ Submit” to make an application to the sibling school
An automated SMS will be generated to the parent cell phone number to confirm the submission of the online application
Parent can “Apply again” (Make another application to another school) or “Apply for another learner” or “Log-out”

25. Application for a learner with a SIBLING AT A SCHOOL

26. APPLICATION TO A SCHOOL OF CHOICE
Select a learner
Select the grade applying for in 2018
Select School of Choice option on the ‘Select Address Type’ field To change to “Select Criteria for Application”
Click “Apply” to submit your application
An automated SMS will be generated to the parent cell phone number to confirm
the submission of the online application

27. If System closes before an application is complete
If an applicant should close the system before completing the application, the applicant can logon with her/his username and password to return to the page last used

28. If System closes before completing application

29. QUESTIONS: FRONT-END

30. SCHOOL BACKEND MEDIATION

31. SCHOOL VIEW
Administrator will be in a position to view all applications and use APPLICATIONS STATUS filter to extract specific information

32. View of Application Reports – Pending Applications
LIST OF APPLICATIONS
View of Application Reports – Pending Applications

33. TRACK APPLICATION
Schools will be able to Track an application by using a learner’s ID number and click on the button VERIFY to update Document Status

34. DOCUMENTS VERIFICATION
All submitted documents will be indicated with a tick and status will be updated as and when documents are submitted. School needs to provide Parent with a receipt as evidence of documents submitted

35. WAITING LIST – STEP 1
Preparation of Waiting list by indicating all successful and unsuccessful applications with comments
All applications will move to Waiting List STEP 2 after judgement according to the admissions criteria in Admissions Regulations

36. WAITING LIST – STEP 2
Principal verifies the decisions /outcome of each application
School will indicate successful and unsuccessful only up to the school’s capacity to admit learners

37. WAITING LIST –STEP 2
Principal approves Waiting List and submit to District Director for approval by clicking Submit. IDSOs and Circuit Managers will peruse the Schools successful and unsuccessful applications and approve only if school has acted in compliance with Legislative Prescripts. Process to occur in consultation with Principal. District Director to intervene in event of disagreements

38. PLACEMENT STEP1
The District Approved Waiting List will be located under Placement Step 1 for placement

39. APPROVED WAITING LIST
An accept button will be activated next to each successful application
Placement can be action one-by- one or by clicking accept all

40. QUESTIONS: BACK - END

41. THANK YOU