Gauteng Department of Education Learner Admission

©2016

Table of Content 1.0 GETTING STARTED

1.1. Welcome Message

1.2. Terms and Conditions

2.0 REGISTRATION PROCESS

2.1 Selecting Registration Type

2.2 Validate ID Number

2.3 ID Number verified on GDE Admission online Database

2.4 ID Number verified on GDE School Management Database

2.5 Completing the Registration form

3.0 LOGIN PROCESS

3.1 Logging On

3.2 My Application Page

4.0 LEARNER REGISTRATION

4.1. Completing Learner Registration form

5.0 APPLICATION PROCESS

5.1 Applying for a learner (Ordinary Application – Home or Work Address)

5.2 Applying for a Learner with Sibling at the school

5.3 Selecting School of Choice

5.4 Can’t Find School

5.5 Confirmation Message

6.0 GENERAL PROCESS 6.1. View the Status of application

6.2. Searching for School location

6.3. Exiting Application (Logging Off)

Home Page

1.0 GETTING STARTED

1.1. Welcome Message • Please read the Welcome Message as it contains

information about the scope of the Online Admissions System.

1.2. Terms and Conditions • Click on the link: “click here to read the terms and

conditions” on the Home Page.

• Please read the Terms and Conditions. Using the Application means you agree to the applicable terms and conditions.

2.0 REGISTRATION PROCESS

2.1 Select Registration Type

Click “Register” link on home page if your are a first-time user.

A registration type dialog pops-up to allow the user to specify registration as a South African or non-South African Citizen. (figure 1.1)

A registration form to be completed by Parent/Guardian

2.2 Validate ID Number

Once registration type is selected, you will land on to the registration page.

An Identity verification dialog pops-up for the user to check/verify their ID number and its existence on GDE’s Database (figure 1.2)

User must enter a valid ID number and click the button “Check & Submit”.

The ID Number is then checked against GDE Admission Online Database and GDE Schools Management Database

Figure 1.1

Figure 1.2

2.0 REGISTRATION PROCESS 2.3 ID Number verifies on GDE Online Admission Database

• If the Identity Number is found on the online application system, the user can simply click on “Login to Continue” to login

• If the password is forgotten click “Reset Password” to reset the password

• If you think something is wrong or suspect someone else have used your information, to register click on “Click Me”

2.4 ID Number verifies on GDE School Management Database

• If the Identity Number is found on the GDE Management Database, the user will be prompted to answer the security questions as indicated in the figure below:

– First Name

– Last Name

– Language

– Mobile Number

• If the user succeeds in answering the security questions , their information will be retrieved onto the registration form for updating and validating

2.0 REGISTRATION PROCESS

2.5 Completing The Registration Form

• Parent/Guardian will then complete the required parent information

• The Parent/Guardian will then enter a username and a password to create User credentials.

• Required fields to be Completed:

• First Names

• Surname

• Gender

• Cell Number

• Home Address

• Optional Fields:

• E-mail Address

• Work Address

• Telephone

3.0 LOGIN PROCESS

3.1 Logging on

Use the created login credentials to log-in to access the main application page (i.e. Username: Parent , Password: Parent01).

Parent/Guardian who have created login credentials in 2015 use the same credentials.

Parent/Guardian who may have forgotten their password click “Reset Password” link to create new Password.

Click sign in button to apply for a Learner

After logging in you will be redirected to “My Application Page”

If after logging you are not redirected you can click on “My Application” Link on the Home page

On My Application page click Register Learner to complete learner registration form.

On the “My Application” page the user can click on:

“Apply for 2017” to apply for a learner

“My Details” to edit Parent/Guardian details.

“Register Learner” to register a learner

“Edit Learner” to edit learner details

3.2 My Application Page

4.0 LEARNER REGISTRATION

4.1 Completing Learner Registration Form

• On My Application Page click on “Register Learner” link shown in figure 1.3

• Parent/Guardian will then click on South African Citizen or Non-South African citizen and enter the required learner information

• Required fields to be Completed:

• Learner I.D Number

• First Names

• Last Name

• Date of Birth

• Gender

• Language Spoken at Home

• Race

• Province

• Current School

Figure 1.3

5.0 APPLICATION PROCESS

5.1 Applying for a learner Apply for a learner by clicking on “Apply for 2017” to proceed with

learner application

Select the learner’s first name, which was entered when registering that learner as it appears on a dropdown list

Select the grade applying for in 2017

Select the address (Home/Work) on the address dropdown menu to use for applying to the closet school

If Home/Work selected a dialog will pop-up to show on the closest School to the home or work address

“Previous School” option may be selected on the dropdown menu to provide for situations where a learner in grade 7 applying for grade 8 cannot afford to use home or work address based on the language policy of the schools around the area

If “Previous School” is selected a dialog will pop-up to show the closest school to the learners current school address

When you click “Apply “ to submit, your learner application will be sent to schools that appeared on the pop-up message

A message confirming will be displayed on the screen N.B An automated SMS will be sent to the parent’s cell phone to confirm the submission of the online application

5.0 APPLICATION PROCESS 5.2 Applying for a learner with a sibling

Apply for a learner by clicking on “Apply for 2017” to proceed with learner application

Select learner first name that you have use when registering a learner which appear on a dropdown list in an Application Form

Select the grade applying for in 2017 If a Learner has a sibling at a school check the box related

to the question “Does the learner has a sibling at the school you are applying to?”

The school where the sibling attends will show on the

dropdown box. If no schools appear on the dropdown box the parent must add the sibling details by clicking “Add Sibling Details Button” to complete Sibling Registration form

Then, select the address (Home/Work) on the dropdown

menu to generate schools for the second and third options

Once an address is selected a dialog will pop-up to show the closest Schools

When you click “Apply “ your learner application will be

submitted to the sibling’s school and to the schools that appeared on the pop-up dialog

N.B An automated SMS will be sent to the parent‘s cell phone to confirm the submission of the online application

5.0 APPLICATION PROCESS

5.3 Selecting School of Choice

Apply for a learner by clicking on “Apply for 2017” to proceed with learner application

Select learner first name that you have use when registering a learner which appear on a dropdown list in the Application Form

Select the grade applying for in 2017 Select the option “School of Choice” on the dropdown

menu to select the school of your choice

Then, select the address (Home/Work) on the dropdown menu to generate schools for the second and third options

Then, select the address (Home/Work) on the dropdown

menu to generate schools for the second and third options

When you click “Apply “ your learner application will be submitted to the school of choice and to the schools that appeared on the pop-up dialog

A confirmation message will be displayed after

submission of your application N.B An automated SMS will be sent to the parent‘s cell phone to confirm the submission of the online application

5.0 APPLICATION PROCESS

5.4 Can’t find school

Apply for a learner by clicking on “Apply for 2017” to proceed with learner application

Select learner first name that you have use when registering a learner which appear on a dropdown list in the Application Form

If the address options for home or work are not generating schools the user must select the can’t find school option

Select the grade applying for in 2017 Select the “can’t find school” on the dropdown menu.

Select a school closest to your Home/Work address

When you click “Apply“ your learner application will be

submitted to the schools that appeared on the pop-up dialog

A confirmation message will be displayed after

submission of your application N.B An automated SMS will be sent to the parent‘s cell phone to confirm the submission of the online application

Can’t find school option should only be used in instances when the Application cannot populate schools based on parent’s address.

5.0 APPLICATION PROCESS

5.5 Confirmation Message • After submitting your application a confirmation message will

be displayed with waiting list number highlighted in red as reference for any queries regarding the application

6.0 GENERAL PROCESS

6.1. View the Status of application Click on “ My Application Page” to view status application.

6.2. Searching for School location On Home Page click the link “Contacts ” to find a school address and

contacts details.

Once the school is selected on the list location will shown on the Google map click on GDE logo to view school address.

6.0 GENERAL PROCESS

6.3. Exiting Application (Logging Off) To log off on a far right corner click “Log Off “ link .