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HKDSE Application Process in the Registration System 1
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CHECKLIST Before Registration School Examination Officer (SEO)/School Principal should have their login ID and password ready SEO 考試事務主任 Use the User IDs assigned by their School Principals/School Administrators and own login password School Principal 校長 Use the User IDs (i.e. User IDs ending with P001 or P002) assigned by the HKEAA and own login password
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What to do if I encounter the following user account problems?
School Principal / School Administrator SEO Lost / Forgot User IDs Contact the PEIC on or send an to and provide information for verification Contact School Principal or School Administrator to check/update their account profile via SIM. If necessary, a new account can be created for the school teacher/staff who will serve as SEOs via SIM Change account users Forgot login password Click the ‘Forgot Login Password’ button on the login page of the HKDSE Examination Online Services. The system will then send a new login password to their designated address Did not receive the re-set password Contact PEIC on or send an to and provide information for verification and updating their address Contact School Principal or School Administrator to check/update their address via SIM 3
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Screen Design of the Registration System
Menu bar Switch the display language at any time of any process Exit Registration System Click to collapse the menu on the left-hand side 7
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Workflow Preparation Endorsement WebSAMS Non-WebSAMS Submission
CDS Data Transfer CDS Data Transfer School Examination Officer Direct Edit Amendment Submit to Principal Endorsed by Principal File Upload Non-WebSAMS Print and Verify Checklist Print and Distribute Demand Note 8
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Entry Data File from WebSAMS
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Entry Data File from WebSAMS
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Entry Data File from WebSAMS
If there are more than 1 WebSAMS files of the same class uploaded to the Registration System, the latest record will be highlighted represents none of the records have been uploaded successfully represents all the records in the file are uploaded successfully represents only some records have been uploaded successfully 11
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Choice of Exam Centre District Mapping
HK Island Home District Council in WebSAMS Choice of Exam Centre District in HKEAA Registration System Central & Western Central and Western District Wan Chai Wan Chai District Eastern Eastern District Southern Southern District 12
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Choice of Exam Centre District Mapping
Kowloon Home District Council in WebSAMS Choice of Exam Centre District in HKEAA Registration System Yau Tsim Mong Yau Tsim Mong District Sham Shui Po Sham Shui Po District Kowloon City Kowloon City District Wong Tai Sin Wong Tai Sin District Kwun Tong Kwun Tong District Sai Kung Tseung Kwan O District 13
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Choice of Exam Centre District Mapping
New Territories Home District Council in WebSAMS Choice of Exam Centre District in HKEAA Registration System Kwai Tsing Kwai Tsing District Tsuen Wan Tsuen Wan District Shatin Sha Tin District Tai Po Tai Po District North North District Tuen Mun Tuen Mun District Yuen Long Yuen Long District 14
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Choice of Exam Centre District Mapping
Islands Home District Council in WebSAMS Choice of Exam Centre District in HKEAA Registration System Islands Tung Chung 15
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How to select Ma On Shan District?
If the ‘District’ displayed in the candidate’s address matches the letter combination of ‘Ma On Shan’ (e.g. maonshan, MA ON SHAN) and his/her home council district is ‘Shatin’, the Registration System will automatically choose ‘Ma On Shan’ as the choice of examination centre district for the candidate concerned 16
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Workflow Preparation Endorsement WebSAMS Non-WebSAMS Submission
Principal CDS Data Transfer SEO Direct Edit Amendment Submit to Principal Endorsed by Principal File upload File Upload Non-WebSAMS Print and Verify Checklist Print and Distribute Demand Note 17
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Set subject / component codes Upload prepared candidate data file
Upload File Manually Input Subject Code File Upload Set subject / component codes Upload prepared candidate data file 18 18
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Input School Subject Code
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Input School Subject Code
Step 3 Rollover of the same subject code setting of Exam Year from 2018 to 2019 20 20
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Input School Subject Code
Select suitable grouping method for ‘Mathematics’, ‘Combined Science’, and/or ‘Technology and Living’ 21 21
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Input School Subject Code
Click the Category B tag to check the subject codes 22 22
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Upload File Manually 23 23
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Upload File Manually Add the file entries to the system without removing the records Remove all the existing records of the data file and replace them by the new entries in the file 24 24
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Upload File Manually 25 25
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Workflow Preparation Endorsement WebSAMS Non-WebSAMS Submission
Principal CDS Data Transfer SEO Direct Edit Direct Edit Amendment Submit to Principal Endorsed by Principal File Upload Non-WebSAMS Print and Verify Checklist Print and Distribute Demand Note 26
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Create Candidate Entry
Choose class level ‘S4 / S5’ to register ‘ApL Subjects Only’ for S4/S5 repeaters 27 27
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Create Candidate Entry
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Supplementary Information – Music & PE
For Music: select candidate’s performing instruments/voice for the Practical Exam (Paper 4B), select their paper options or apply for paper exemption (Paper 4B / Paper 4C) For Music: upload the supporting documents for application for paper exemption (Paper 4B/ Paper 4C) For Physical Education: select candidate’s physical activities for the Practical Exam (Paper 3) For Physical Education: to upload Health Declaration Form. 29 29
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Review Candidate Entry
Edit Candidate Information Back to previous page Delete entry Download CEIC Edit Subject Selection 32 32
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Workflow Preparation Endorsement WebSAMS Non-WebSAMS Submission
Principal CDS Data Transfer SEO Direct Edit Amendment Amendment Submit to Principal Endorsed by Principal File Upload Non-WebSAMS Print and Verify Checklist Print and Distribute Demand Note 33
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Update Candidate Entry
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Update Candidate Entry
Group Amendment: (1) Personal Particulars (2) Choice of Exam District (3) Examination Fee Remission (4) Subject/Paper 35
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Group Amendment 36 36
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Update Personal Particulars
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Update Choice of Exam District
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Update Exam Fee Remission
This page is not editable because the EFR is set as ‘Full’ 39 39
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Update Subject & Paper 40 40
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Workflow Preparation Endorsement WebSAMS Non-WebSAMS Submission
Principal CDS Data Transfer SEO Direct Edit Amendment Submit to Principal Endorsed by Principal File Upload Non-WebSAMS Print and Verify Checklist Print and Verify Checklist Print and Distribute Demand Note 41
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Download Candidate Entry Information Checklist (CEIC)
Download CEIC by class and save the file in your local drive 42 42
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WebSAMS Upload Status Press ‘Release’ button to release the lock in order to import the WebSAMS file to REG 43
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Workflow Preparation Endorsement WebSAMS Non-WebSAMS Submission
Principal CDS Data Transfer School Examination Officer Direct Edit Amendment Submit to Principal Submit to Principal Endorsed by Principal File Upload Non-WebSAMS Print and Verify Checklist Print and Distribute Demand Note 44
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Submit to Principal Choose no. of records (10/20/30) shown on each page Tick to expand the result table to show more details Go to previous/next page 45
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Submit to Principal 46
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Submit to Principal 47
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Workflow Preparation Endorsement WebSAMS Non-WebSAMS Submission
Principal CDS Data Transfer SEO Direct Edit Amendment Submit to Principal Endorsed by Principal Endorsed by Principal File Upload Non-WebSAMS Print and Verify Checklist Print and Distribute Demand Note 48
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Endorse Candidate Entry by Principal
Tick to expand the result table to show more details Choose no. of records (10/20/30) shown on each page Go to previous/next page 49
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Endorse Candidate Entry by Principal
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Email Alerts to SEO & Candidates
Confirmation SEO Confirmation Candidates 51
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Reject Candidate Entry by Principal
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Rejection Notification
Alert to SEO SEO Rejection Notification 53
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Workflow Preparation Endorsement WebSAMS Non-WebSAMS Submission
Principal CDS Data Transfer SEO Direct Edit Amendment Submit to Principal Endorsed by Principal File Upload Non-WebSAMS Print and Verify Checklist Print and Distribute Demand Note Print and Distribute Demand Note 54
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Download and Distribute Demand Note
Download Demand Notes by class and save the file in your local drive 55 55
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Download Candidate Entry Information Summary
Download Candidate Entry Information Summary to view the details 56 56
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Enquire Candidate Entry
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Enquire Candidate Entry
Tick to expand the result table to show more details Choose no. of records (10/20/30) shown on each page View candidate entry Download Checklist of individual candidates Go to previous/next page 58 58
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Late Entry / Subject Amendment
Application Period 16 Nov to 30 Nov 2018 (tentative) Payment Deadline By 11:59 pm on 7 Dec 2018 59
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Application for Subject Amendment
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Application for Late Entry
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Tips for completing registration entries
Download and read the following documents before the start of registration: (1) Exam Circular No. (2) 2018/2019 (2) Instruction to Applicants (School Candidates) (3) Other related documents These documents can be downloaded from the HKEAA website and the main page of the Registration System 62
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Schools using WebSAMS to note:
Download the parameter file for the September Registration from CDS Set up the subject mapping (including Cat. A & B) before file extraction Ensure the following entry information: (i) personal particulars, (ii) contact information (including address), (iii) subject and paper of each candidate have been updated in WebSAMS before file transmission to the Registration System Special attention: If you have generated the checklist (by class) from the Registration System and wish to re-send the data file from WebSAMS, you have to release the ‘Lock’ in the Registration System for accepting the file transmission. This is to prevent schools from sending the file and replacing the revised data mistakenly which might have been confirmed by their students in the checklist 63
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Before submitting the entries to Principal for endorsement
Have you updated the subject entries (including Cat. A & B) for the candidates? Extra care must be exercised in indicating the choice of subjects, papers / modules / language version of subjects entered. Have you updated the supplementary information of Music and PE subjects for the candidates? Ensure correct ApL subjects have been selected because some of the course names are very similar Print the Candidate Entry Information Checklists (CEICs) for the candidates concerned to verify their entry data and update the registration records if requests for amendment are received Submit the completed entries to the Principal for endorsement 64
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HKDSE 2019 - September Registration E-mail Notification/Reminder
Send To Notification/Reminder Date/Time SEO Confirmation Reminder 3 Oct 2018 Rejection Notification Once after the candidate entries are rejected by the principal Confirmation Notification Once after the candidate entries are endorsed by the principal Principal Endorsement Notification Once after the candidate entries are submitted by SEO Endorsement Reminder 5 Oct 2018 Entry Cancellation List N/A School Candidate Two hours after the candidate entries are endorsed by Payment Reminder Payment Confirmation Entry Cancellation
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