TRANSITION TO WCED ON-LINE ADMISSIONS - CHIEF DIRECTORATE: DISTRICTS 22 NOVEMBER 2018
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TRANSITION TO WCED ON-LINE ADMISSIONS
CHIEF DIRECTORATE: DISTRICTS
22 NOVEMBER 2018
Ensuring Access to: Quality education for every learner, in every classroom, in every school.
OPTIONS for 2019 Parents capture application Parents hand in application - details from Home, Office, Work, School Captures https://admissions.westerncape.gov.za/
WCED ON-LINE ADMISSIONS
Cellphone and / or E-mail registration Plus
Admin Section – School Capture
Parents can register with both
cellphone and E-mail address
ADMIN SECTION – Allows schools to
capture as they currently do
Screen resolution adjusts to suit portable devices automatically
2019/20 ADMISSIONS TIMELINE
2019 FEB MAR APR MAY JUN
PROCESSING OF SCHOOL APPLIC
ATIONS
Establishments
2019 JUL AUG SEP LTSM
Infrastructure
IDENTIFY THE SIZE OF THE CHALLENGE:
UNPLACED LEARNERS
2019 OCT NOV DEC
PLAN AND IMPLEMENT SOLUTIONS
2020 JAN
DEAL WITH POSSIBLE LATE INFLUX
2018 VS 2019 PROCESS
2018 2019
1. Parents handed applications in to 1. Parents register online
schools 2. Parents capture application details
2. Schools Capture applications online
3. Schools process applications 3. Parents hand in supporting
according to admission policy documents within 14 days
4. Schools indicate application status 4. Schools process applications
on-line and inform parents according to admission policy
5. Parents can track the status of their 5. Schools indicate application status
application on-line and inform parents
6. Parents confirm acceptance 6. Parents can track the status of their
7. Parents notify other schools application
8. Schools fill available places 7. Parents confirm acceptance
9. WCED resolves unplaced learners 8. Once parent confirms final choice
on-line, other successful multiple
applications resolve
9. Schools fill available places
10. WCED resolves unplaced learners
2019/20 ADMISSION DATES
MONTH 2019/20 DATES ACTIVITY
FEBRUARY 1–8 February 2019 Schools capture planned enrolment on SAMI
School admissions open (all ordinary public
FEBRUARY 15 February 2019
schools)
School admissions close (all ordinary public
MARCH 15 March 2019
schools)
Parents must submit certified copies of
MARCH 15 - 29 March 2019 documents required by the school within 14
Days of applying on-line
JUNE 7 June 2019 Parents are informed of the outcome on-line
JULY 12 July 2019 Parents confirm final acceptance
TERM 3 3rd Term 2019 Schools fill available places
After progression and
TERM 4 Schools confirm enrolment
promotion is signed off
Terms and Conditions: The user cannot use the site without accepting the terms and Conditions
Parents Register before capturing details
User must Confirm e-mail address
and
Cell phone NumberOne Time PIN sent to Cellphone and / or E-mail to
verify registration
User must use the One Time Pin (OTP)
to Verify registration
OTP valid for
15 minsSecure Transaction – Password Strength Guide built in.
Standard Security Questions
Strong Password
turns green as
you typeImmediate Confirmation of Successful Application
System sends a message to
e-mail or cell to confirm
successful registrationUser captures Primary Parent / Guardian Information
Primary Parent – Tab Turns Green once completed
2nd parent details is optional – (Single Parent).
ID No. Validations built in
Visual Clues – Successful transaction turns tab green
Search for the learner by ID or CEMIS No.
Learner Application Step 1: Learner Profile
Option to SAVE AND RETURN User is allowed to SAVE AND RETURN
Step 2: Select: required Grade
Step 3: School Srogrammes
Optional for Gr 1.
Parents can however
use this function to
give the school an
indication of the
learners potential
interest in extra Mural
or if the learner has
Leadership qualitiesStep 4: Select schools
The Parent MUST Choose Order of School Preference (Use the Arrows to move schools around)
Choose Order of School Preference (Arrows)
THIS IS VERY IMPORTANT !!!!!
The order of priority is very important.
In the case that the learner is accepted at more than one
(1) school and the parent does not make a final decision
and confirm the school of choice by 12th of July 2019, the
first school where the application was successful, as
ranked by the parent, will be activated automatically and
all other successful applications removed in order resolve
learners blocking places at schools.
The system will send reminders to parents !!!The system warns the user to ensure the order of preference is correct
The Parent can indicate is a Sibling is attending the
same school
Siblings is often a
Criteria for admission
which is considered
by schools.Upload documents (Optional)
This is optional during this transition stageConfirmation of Successful upload Standard upload Function • Browse • Attach • Upload Visual Confirmation of upload
Upload – Browse and attach (Optional)
Summary of Application
Summary of application Cont…
Warning message – Final submission
User Required to confirm the Documents will be submitted to the school
Confirmation of Successful Application
Parents Can Track the Status of their application
Parents can track their application on-lineTrack Learner Application status
Parent can apply for more than 1 child
Only a parent can withdraw an application
Confirmation that an application has been withdrawn
Lost Cellphone / E-Mail Malfunction back up In the case of a lost or stolen cellphone or an e- mail address malfunction, the user can call our office: The security questions will then be used to re-set the details
SCHOOL CAPTURE:
TRANSITION TO WCED ON-LINE ADMISSIONS
CHIEF DIRECTORATE: DISTRICTS
19 NOVEMBER 2018School Capture and ADMIN section
School Capture the same as the current process
• School capture process is the
same as current process
- Search / Find the learner
- Capture details
- Submit ApplicationSchools Capture only applications for their own schools • A school will only be able to capture applications for their own school • The parent will receive an e-mail / sms requiring them go on-line and rank the applications from different schools in order of preference • Parents will be reminded to do so in order to complete the application process. • A message is triggered as soon as more than 1 application is registered against the learners name. • The system will also remind parents if they have not applied to a minimum of 3 schools
Schools Administration 1. Schools will sign off automated Planned Enrolment on CEMIS 2. Schools captured applications submitted directly to the school 3. Schools confirm if supporting documents have been received 4. Schools indicate the outcome of the applications on- line
TRANSITION TO WCED ON-LINE ADMISSIONS
CHIEF DIRECTORATE: DISTRICTS
19 NOVEMBER 2018UPDATE ON MANAGEMENT PLAN Cont…
ACTION TIME FRAMES RESP PROGRESS
INTERNAL ADMINISTRATIVE PROCESSES
SUBMISSION:
Admissions Circular for 2020:
Submitted:
16 Implementation of the Admissions 20 Aug 2018 LRA
En-Route
Online Application System for
Public Ordinary Schools
Submission: Admissions
Dir: Meeting held with
17 Advocacy for 2020 Learner 27 Aug 2018
Comm Dir: Comm.
Intake
Re-issue Circular on Unlawful
18 27 Aug 2018 LRA Draft finished
admission practices
Appointment of support staff: 2 Admin clerks start
19 30 Aug 2018 A Meyer
Admissions 1 Oct.UPDATE ON MANAGEMENT PLAN Cont…
ACTION TIME FRAMES RESP PROGRESS
TRAINING
Training of District Departmental
20 10 – 15 Nov LRA / AM
Officials
21 Training of Call Centres 10 Nov LRA / AM
22 Training of HO Staff & Call Centre 10 Nov LRA / AM
16 Nov – End Districts /
23 Training of Schools
Jan 2018 LRA
ACTION TIME FRAMES RESP PROGRESS
ADVOCACY
Meeting with Communications
24 Directorate: Bronagh Hammond 31 Aug 2018 AM /LRA Completed
and Anna-Marie Hanekom
25 Issue 2020 Early enrolment Notice Aug 2018 LRAUPDATE ON MANAGEMENT PLAN Cont…
ACTION TIME FRAMES RESP PROGRESS
ADVOCACY
Distribution early enrolment
Nov 2017 –
26 pamphlets and posters to Dir: Comms
Jan 2018
schools
Media Campaign – Early End Jan –
27 Dir: Comms
Enrolment April 2018
Draft and submit: Submission -
28 Early Enrolment Intern Advocacy 24 Aug 2018 LRA / RL
Programme – Shopping Malls
Training of Interns: Early Enrolment
12 -16 Nov
29 Advocacy Programme – LRA / RL
2018
Shopping Malls
Early Enrolment Intern Advocacy 15 Feb – 15
30 LRA /RL
Programme – Shopping Malls Mar 2019UPDATE ON MANAGEMENT PLAN Cont…
ACTION TIME FRAMES RESP PROGRESS
ADVOCACY
Distribution early enrolment
Nov 2017 –
26 pamphlets and posters to Dir: Comms
Jan 2018
schools
Media Campaign – Early End Jan –
27 Dir: Comms
Enrolment April 2018
Draft and submit: Submission -
28 Early Enrolment Intern Advocacy 24 Aug 2018 LRA / RL
Programme – Shopping Malls
Training of Interns: Early Enrolment
12 -16 Nov
29 Advocacy Programme – LRA / RL
2018
Shopping Malls
Early Enrolment Intern Advocacy 15 Feb – 15
30 LRA /RL
Programme – Shopping Malls Mar 2019RISK MANAGEMENT
CHIEF DIRECTORATE: DISTRICTS
19 SEPTEMBER 2018Internet Access
Source: 2016 GHSInternet Access
Internet Access - Risk Mitigation 1. Approach Schools: Open Computer Labs at designated times to allow parents to apply on-line 2. Vodacom Labs at District Offices 3. District Offices to assist 4. Public Library access 5. Liaise with Chamber of Commerce to promote work access amongst employers for parents to apply at work 6. Shopping Mall Drive (Jan – March 2019) Interns assist parents to register on-line in Malls in each district.
Advocacy and Training: Risk and Mitigation RISK 1. Parents may not get the message or know how to apply on-line: MITIGATION 1. Intensive media advocacy campaign: Dec – June 2019 2. Each school to host an information session showing parents how to apply during parent meetings in Term 1 – 2019. 3. Access and support at district level to register and apply 4. Call centre staff to be trained to provide support. 5. Dedicated and trained HO and District support staff to explain to parents how to manage. 6. Compile a step by step PowerPoint and or DVD and make it available on Social Media (YouTube, Facebook, Whatsapp) and the website.
System Capability: Risk and Mitigation
RISK
1. Will WCED systems be able to cope with multiple simultaneous
transactions?:
MITIGATION
1. CEI to confirm capacity and identify strengths and weaknesses
2. Stress testing to be engaged
3. Pilot using all district admin clerks and CEMIS staff to use the system and test
on 30 October and 30 November.
4. WCED schools managed to successfully upload 44 000 000 (mil) records in
Term 1 and 2 for learner level Term performance (97% success rate) without
any challenges
5. No of applications captured:
2015: 126 123
2016: 154 616
2017: 178 541
2018: 188 362
2019: 171 376Cyber Security: Risk and Mitigation RISK 1. How secure will learner and parent data be?: MITIGATION 1. CEI to clarify WCG system security protocols and identify strengths and weaknesses 2. According to CEI an initial risk assessment has already been done based on the URS 3. The security protocols would be applicable to current WCED and WCG and SITA protocols as the risk is applicable to ALL WCG departments and sectors and WCED Directorates.
Western Cape Education Department
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