waec online e- registration manual

7/23/2019 WAEC Online E- Registration Manual

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THE WEST AFRICAN EXAMINATIONS COUNCIL21, HUSSEY STREET, P.M .B. 1022, YABA, LAGOS, NIGERIA

THE WEST AFRICAN SENIOR SCHOOL CERTIFICATE EXAMINATION

ONLINE REGISTRATION USER MANUAL

BY

SIDMACH TECHNOLOGIES NIGERIA LIMITED

13, Town Planning Way, Ilupeju, LagosTel: +234-1-7617160, +234-1-8714551

Website: www.sidmach.com

http://www.sidmach.com/






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1.0 INTRODUCTIONThe West African Examinations Council e-Registration System is a user friendly online registration

package for the West African Senior School Certificate Examination. It allows School schools in

Nigeria to register their candidates online through the Internet.

The WAEC e-Registration service makes registration easier for the schools and also eliminates

errors in registration information which are hitherto made on paper and only detected while

processing the paper forms by WAEC. Such documents as Timetable and Syllabus for the

examination could easily be printed or downloaded by the School Authorities. It is our belief in

WAEC that this new process will lead to a revolution in Information Technology (IT) development

in School education in Nigeria.

This manual provides the step by step procedure and training guide for WAEC personnel andSchools Principals/Examination Officers on the e-Registration System.

2.0 PROCEDURE FOR REGISTRATION

This manual covers the following:

Payment for the examination

Identification of Principal/Examination Officer

Registration of Candidates

Capturing Candidates’ Passport Photographs

Reviewing/Editing of Candidate’s Information

Generation of Examination Numbers

Downloading of Information

Offline Registration

2.1 Payment for the examination

Schools are expected to collect the approved registration fees from all their candidates and issue one

bank draft in favour of The West African Examinations Council (WAEC). This cheque is paid at

the WAEC Zonal/Branch Office in charge of their State. The designated WAEC Finance Officer in

the Zonal/Branch Office enters information regarding the payment on his computer and issued the

school a scratch card or pay voucher containing information to enable the Principal/Examination

Officer sign up to the e-Registration Website.



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However, to make the online registration trouble-free especially for schools without Internet Service

in their locality, we have made provision for offline registration on their standalone PCs or through

Business Centers in their locality. The CD-ROM containing this offline registration facility will be

distributed to schools during the training program. This also means that schools could start

registering their candidates as they collect entry fees from them. Please see details of the offline

registration in Section 2.8.

2.2 Identification of School Principal/Examination Officer

Once a school has collected a Scratch Card or Pay Voucher as the case may be, the school could

visit the WAEC e-Registration website through an accredited examination officer usually appointed

by the school to co-ordinate the registration of candidates for the examination. The School

Examination Officer could visit the e-Registration website as follows:

2.2.1 How to Visit the WAEC E-Registration Website

All a school requires is Internet Explorer which comes standard with Microsoft Windows. To get to

this website, launch the Windows Internet Explorer on your PC and type the following

www.waeconline.org.ng

While in this website, click on the “May/June Examination” box. This takes you straight to the e-

Registration Sign Up page.Notes: Your computer must be connected to the Internet to do this.

For schools without Internet connection, they could register at the WAEC Zonal/Branch

Office in charge of their State or the nearest Cyber café or use the offline registration

facility.

http://www.waeconline.org.ng/





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2.2.2 Examination Officer - Sign Up as a New User

For a School Principal/Examination Officer to use the e-Registration Website as a new user, the

school must have procured the Online Registration Scratch Card or Pay Voucher from the WAEC

Zonal/Branch Office in charge of his/her State. The Examination Officer could then use the PIN

(Personal Identification Number) on the Payment Voucher to sign up as a new user. He could do

this by;

Entering the PIN on the Sign Up page as shown below

Clicking on the Sign Up button



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The Examination Officer’s Information Page is displayed as follows if the PIN is valid



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2.2.3 Entering Examination Officer’s Information Personal Details

Each school has its own Examination Officer, who administers the registration process.

The Examination Officer must enter his personal details as well as his school detailed

information on this page.

Note: All the Boxes marked (*) are compulsory fields and must be filled.

After all the required entries have been made, click the Sign Up button

If the User-Id already exists; the message “User Id already Exists” will be displayed

** To correct this error, change the User-Id and click again on the Sign Up button

This action launches the Registration Details Page when the entries are valid

2.2.4 Examination Officer - Login as Existing User

A School Examination Officer who has carried out 2.2.2 and 2.2.3 above will not have to

repeat the procedure for him to visit the e-Registration website.

The Examination Officer only needs to go through the following steps to continue registration:

Click on the “Login” on the cascade menu

Type his/her school User-Id and password and the click the “Login” button

Click on the “Login” on the cascade menu

The system displays a Welcome Page.



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At “Welcome Page”, the examination officer could choose to

Download (Syllabus, Timetable and/or Template Form)

Register More Candidates,

Offline Upload,

List Registered Candidates,

Generate Candidates’ Examination Numbers,

Log out from the site.

2.3 Registration of Candidates

Once a School Examination Officer is properly identified by the system, he/she could register as

many candidates as the PIN allocated to the school will allow him. The following are the steps the

examination officer will take to register candidates:

Sign up/Login to the E-Registration Website as described in Section 2.2 above

Click “Register” on the menu option

The Center Number, the School Name, and the number of entries remaining for the school

with the Registration Form will be displayed

Each Candidate’s personal details such as Surname, First Name, Date of Birth, Sex and subjects

must be entered. The candidate’s passport photograph and signature must also be captured. See

how to capture candidate’s passport photograph and signature in Section 2.8.



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Note: All the Boxes marked (*) are compulsory fields and must be filled.

2.3.1 How to Select Subjects for Candidate

The approved subjects for the examination are displayed in the Available Subject List Box

English Language and General Mathematics have been pre-selected

Select the subject in the Available Subject “List Box” and click on “> ” Icon

Clicking on “> ” icon moves the selected subject from the “List Box” to the corresponding

“Text Box” at the right side of Available Subject “List Box”.

Note: that a candidate is expected to register for at least 8 subjects.To deselect already Selected Subject do the following:

Click on ”X” in front of the subject to be deselected.

The deselected subject moves back to the bottom of Available Subject “List Box”



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2.3.2 Attaching Candidate’s Passport Photograph

To attach a candidate’s passport photograph do the following:

Outside the Online Form

Scan the actual passport photograph of the candidate using a flatbed scanner or

Take a passport photograph of the candidate with a digital camera

The passport photo should be black and white, 35mm x 40mm in size with

contrasting background

The passport photograph must be clear and the candidate’s face must NOT be

obstructed in any way by items like glasses, sun glasses, head gear, etc

Store the picture in JPEG format using candidate’s name

From the Online Form

Click the Browse button by the “passport photo box” to locate the candidate’s

passport photo

Locate the directory where the passport photograph is stored

Click on the on the candidate’s passport photograph



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Click “Open” to attach the candidate’s passport photograph to the corresponding

candidate’s registration.

Notes: Once Examination Numbers have been generated, the candidate’s passport

photograph attached to the registration information CANNOT be changed.

The scanned passport photograph will be on your certificate and all other documents

in WAEC

2.3.3 Continuous Assessment Scores (CAS) for SSS I & II

It is compulsory that you enter the Continuous Assessment Scores (CAS) for SSS I and II

along with your entry. The SSS III CAS should be added as soon as it is available bet before

the examinations begin.

2.3.4 Candidate’s Affirmation

Click on the “Checkbox” by the affirmation statement to affirm that all the entries including

the attached passport photograph are correct.

Note: That when the checkbox is clicked, a mark “√” sign appears in the checkbox and this

affirms that all entries are correct. You WILL NOT be able to submit this entry unless you

click the affirmation checkbox.



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2.3.5 To Submit Registration

Be sure that the all registration information for the candidates are correct

Click the Submit Button to register the candidate and save candidate’s registration

information.

Note: If the registration process is successful, the “Form Number ” is displayed in the

Submitted Page.

2.3.6 To Register More Candidates

Click on “Register More” to register more candidates

2.4 Reviewing/Editing of Candidates Information

There may be a need to review the candidates that have been registered by a School ExaminationOfficer. There may also be a need to make some changes to the entries of some of the candidates. It

is possible to do this as follows:

Login as the authorized School Examination Officer as described in section 2.2 above

Click on List on the Cascade Menu to list already registered candidates

Click View at the extreme left of the record to display Candidate’s Registration Details and

passport photograph



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Make changes to the entries and then click the affirmation checkbox and submit the form

Notes: You can make changes to a candidate’s registration details only 3 times before the close

of entry.

You CANNOT change the passport photograph of the candidate after you have generated

examination number please.



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2.5 Generating Examination Numbers

Ensure that all candidates’ entries have been submitted before proceeding

A School Examination Officer is allowed to generate examination numbers for candidates in his/her

school after he has completed the registration of all the candidates in his/her school by taking the

following steps:

Login as the authorized school examination officer as described in section 2.2 above

Click on Generate Exam No Menu

Two options; one for viewing the all already generated examination numbers and secondly,

to generate number for the outstanding candidates. Select the appropriate option and click

Continue.

Print out entire candidates’ information



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2.6 Downloading Information

School Examination Officers could download documents such as Syllabus, Form Template and/or

Timetable as follows:

Login as the authorized school examination officer as described in section 2.2 above

Click Download on the cascade menu. The Download Centre page is displayed

2.6.1 Downloading the Syllabus

To download the syllabus, take the following steps:

Select subject in the subject list column.

The File download Dialog Box appears with options to Save, Open, Cancel, More Info

Click Save to save the downloaded file to a specified location.

Click Open to open and view/print the syllabus

Click Cancel to cancel the downloading Process

Click More Info to get more information about Downloading



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2.6.2 Downloading the Registration Form Template

To download the Form Template, click Form Template



Click Open to open and View/Print the Form Template



2.6.3 Downloading Examination Timetable

To download the Timetable, Click on Timetable



Click Open to open and View/Print the Timetable





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2.7 Offline Registration

WAEC introduced the Offline Registration option for schools that have PCs but are not on the

Internet. This service is also put in place for schools without PCs who could be assisted by Cyber

Café or Business Center with computers and scanners/digital camera. This will enable the schools

to capture registration details of their candidates and passport photographs, save the information on

a CD-ROM or Flash RAM for uploading at WAEC Zonal/Branch Office in charge of their State.

Each school will be given a CD-ROM containing the offline registration program, instruction

manual and other WAEC Online Registration information during a training program to be organized

for school principals and examination officers.

Please refer to the Offline Registration Instruction Manual for full instruction on how to use the

Offline Registration Module.

2.7.1 Uploading Data from Offline Registration

For a school examination officer to upload data from the Offline Registration Package to the e-

Registration System, the following steps must be followed:

Pay the required fees to collect your payment voucher for the number of candidates

Sign up following sections 2.2.2 and 2.2.3 as a new user or

Login following section 2.2.4 as an existing user

Click on Offline Upload



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To upload your entry with SSS I & II CAS, click on Upload Entries and press Continue

Click on Browse to select the location where the ZIP data files (on the Offline backup device)

Select the files wbck01, click Upload to upload the file, then select the next and follow the same

process until all the ZIP files have been uploaded. The Uploaded files are listed in the listed box

below. You can always check for the outstanding files. Once the files are completed, a Process

button appears. Click the button to start processing the entries. At the completion of the posting,

a message confirming the completion of the posting process is displayed.



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Uploading SSS III Continuous Assessment Scores (CAS)

Click on Upload SSS 3 CAS and press Continue

Click on Browse to select the location where the data file (on the Offline backup device) is

Select the file named xxxxxxx.xml

Click on Upload to validate and load the data.



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The CAS SSS III can also the entered individually by selecting the view and enter SSS 3 CAS

option of the List menu.

3.0 WAEC ZONAL/BRANCH OFFICES e-FACILITY

For schools in the rural areas and/or schools without computers and/or Internet facilities, WAEChas installed in all its Zonal/Branch Offices, Computers, Scanners, Printers, and Internet Service.

This will enable such schools to register their candidates online or upload the candidates they have

registered offline. This will surely make it possible for all schools to get their candidates register on

time and with ease.

Schools wishing to use these facilities especially for scanning and printing may be required to pay a

token for the facilities. Such additional fees will be communicated to the schools during the training

program.

Thank you.

Copyright@Sidmach Technologies Nigeria Limited

13, Town Planning Way, Ilupeju, Lagos

Tel: +234-1-7617160, +234-1-8714551Email: [email protected]

waec online e- registration manual

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