Guidance for completing an online application* for admissions to Primary and Secondary Schools in Cardiff Council

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1 Guidance for completing an online application* for admissions to Primary and Secondary Schools in Cardiff Council *This guidance relates to making an online application in English. You are strongly advised to read the Information to Parents Booklet before making your application. Important Parents and carers will be able to apply online for admissions to community secondary schools in Cardiff for the 2016/17 school year from Monday 28 September The closing date for applications is Monday 30 November 2015 Applications for places in Voluntary Aided Schools (Faith schools) and Whitchurch High (Foundation) School must be made direct to the school. Parents and carers will be able to apply online for admissions to community primary schools in Cardiff for the 2016/17 school year from Monday 9 October The closing date for applications is Monday 11 January 2016 Applications for places in Voluntary Aided Schools (Faith schools) must be made direct to the school. Please Note Please do not use the Back and Forward buttons at the top of the window on your web browser. Information you have completed may be lost if you use these buttons. Instead use the back and continue buttons at the bottom of the webpage. Help and support At the bottom of each page you can find links to useful information. Contact Us - provides details of who to contact for support Education Websites directs you to the Education Admissions website Page 1 of 21

2 Registering to make an Online application with Cardiff Council Before you can complete an on line application or edit an existing application, you will need to register with a valid e mail address. If you have previously registered with this website you can log on with your original address and password. Please check My Details to ensure they are up to date and accurate. If you have changed your address since your previous application, you will need to log on using your original address and then enter your new address in My Details. Welcome Screen for Admissions Online in the City & County of Cardiff If you have not previously applied online click on the Register button A screen similar to the following will appear. Important It is important not to use your web browser s back or forward buttons to move around the screens when using the admissions on line system, but instead that you use the navigation buttons on the bottom or top of each page. Note that screen images in this document are for illustration purposes only and may differ slightly from the online system. Page 2 of 21

3 Your Personal Information Any fields marked with * are mandatory and are required. Other fields are optional. 1. Enter your name, click the drop down menu Title and select from the list. 2. Click in the Forename and Surname boxes and enter your details. 3. Use the appropriate buttons to select your gender. 4. You may also include your home, business and mobile phone numbers if you wish. Your Address This address will only be used as a mailing address for any correspondence sent to you. To look up your address, enter your postcode and click the Search button. A list of addresses matching your postcode will appear, an example is shown below. If you can see your address in the list, double click on your address to proceed. If you do not see your address, enter your address into the available boxes. Click Next at the bottom of the page to proceed. Your Login Details 5. Enter a valid e mail address. Note you must enter the same address in the Address and Confirm Address boxes. 6. Choose a password and enter this in both the Password and Confirm Password boxes. (Choose a password that you will be likely to remember easily) 7. Select a Secret Question from the drop-down list and enter your answer in the Secret Answer box Note that you will need to enter this (together with your address) should you need to recover your password. It is therefore essential that this information is accurate and that the address is working. Page 3 of 21

4 The Admissions Team are not able to access or reset your password should you lose it so it is essential that you enter a valid address and that you enter your Secret Question information accurately, otherwise you will need to re register using a new e mail address. Once you have successfully registered your details you will see a confirmation screen as below. You will receive a confirmation with a link to complete your registration. Click on the Link in the or copy and paste the link into your web browser address line. Page 4 of 21

5 You can now log on and make your application(s). Page 5 of 21

6 Logging on to make a new application or edit an existing application Once you have successfully registered on the Cardiff Online Application Admission website you can enter your log in details on the home page to continue to make an application. Enter your address and password in the boxes provided. Forgotten your password? If you have forgotten your password, click the link next to the Login button to have it ed to you. If you do not receive an e mail within a few hours, ensure you check your junk mail or spam folders before you retry. If your address has changed and you no longer have access to the address registered on our system, you will need to re register. Page 6 of 21

7 Making or editing an online application for school admissions with Cardiff Council Important If you are editing an existing application or you make changes to an application after you have submitted it, you must RE-SUBMIT your application before the closing date of Monday 30 November 2015 (Transfer to Secondary Education) and Monday 11 January 2016 (Admission to Primary Education) Guidance on how to edit your existing application can be found at the end of this document. Completing a New Application After logging in you will be shown the Admissions Online Home Page. 1. To begin a new application, click on the green arrow button. If you have more than one child, you will need to complete a separate application for each child. You can return to this page at any time and add further applications. Page 7 of 21

8 2. Enter your child s date of birth and click Find Admissions Group 3. You will be asked to select the appropriate admissions group for your child. Click Select next to the admissions group. Unique Identifier (UID) You will be asked to enter the Unique Identifier (UID) for your child UID. You will find the UID at the top of the letter sent to you inviting you to apply if the Council already has your child s details. The UID will appear on the letter as follows: Page 8 of 21

9 4. Enter the UID in the box provided and click Next Your child s details will be automatically completed from information collected from schools. NO UID? If you do not have a UID, click No UID Your Child s Details 5. If you have used the UID your child s details should already be showing on the screen. If you haven t used the UID you will need to enter your child s details. Fields marked with * are mandatory and must be completed. 6. Complete all questions on the screen and click Next If any details are incorrect you can list changes in the text box at the bottom of the screen. Page 9 of 21

10 Your Child s Current Address If you have used the UID the address shown on the screen will default to your child s address, which is held by the school. If you haven t used the UID it will default to the address you registered with. 7. To change the address, enter the correct postcode and click the Find Address button. A list of addresses matching your postcode will appear. 8. If you can see the address in the list, double click on the address to proceed. If you do not see the address, enter it into the available boxes. Page 10 of 21

11 9. If you are moving home before your child starts in the school they are applying for. You will need to complete the MOVING HOME? Section of this page shown below. 10. If the child is a member of a returning service family, you will need to put a tick in the box at the bottom of the screen. 11. Click Next to proceed with the application Page 11 of 21

12 Your Child s Current School (Note This is only applicable if you are applying for a community high school. Otherwise, you will be taken to the School Preference Screen.) WITH UID 12. If you have used the UID, your child s current school should appear in the School Name box with the school s address underneath. 13. Click Next to proceed (you can skip to step 18 below) WITHOUT UID If you have not used the UID, you will be asked to select your child s current school from the list on the screen. This list contains all schools in the UK 14. If you live in Cardiff, select Cardiff from the Schools Located In list or type in the name of the school and click Search. Cardiff is at the top of the list. If you live elsewhere in the UK, select your location from the alphabetical list, and click Search. For any other school, please use the instructions in point 16. Page 12 of 21

13 15. Click Select next to the school to make a choice. This should take you to the next page about school preferences 16. If you cannot find the school anywhere in the list, enter the name of your child s school in the space provided at the bottom of the page. 17. Click Next This will take you to the next page as shown in point 12 on the previous page. Page 13 of 21

14 School Preferences This is where you can select up to 3 community schools in Cardiff for your child s preference. The schools you select will be ranked in order of preference. You can change the order once you have selected your preferred schools. You must make at least 1 school selection and no more than 3 schools can be selected. 18. To begin searching for schools select Cardiff from the Schools Located In list and click Search. Cardiff is at the top of the list. Cardiff schools should now be sorted alphabetically within the list. 19. Click Select next to the school to make a choice. 20. You will need to complete a series of questions as to why you have chosen that particular school. Page 14 of 21

15 All questions can be answered by selecting Yes or No. 21. If the answer is YES to Does your child have a brother or sister.? Then you will need to complete the SIBLING DETAILS information as shown on the next page. SIBLING DETAILS will only appear if you answer YES to the question. Page 15 of 21

16 22. To proceed with the application and to select more schools click Continue at the bottom of the screen. 23. Clicking Back to Preferences will take you back to the schools list without completing the Other Reasons options for this school. 24. If you have any supporting information for why your child should have a place in this school you can use the box on this screen. 25. Click Done to proceed. Page 16 of 21

17 26. You can now select up to 2 more schools follow points above. To continue the application without selecting more schools Click Next at the bottom of the screen 27. Schools you have selected will appear in the YOUR PREFERRED SCHOOLS list 28. To edit the information given for a school preference click Edit. 29. To change the preference rank of a school click on the green up and down arrows to move them in the list. You can only select a maximum of 3 schools 30. To remove the school from the list of preferences click Remove. Page 17 of 21

18 31. When you have chosen all the school you want (max 3), to complete the application click Next. Previewing your Application 32. You can preview your application by clicking Preview 33. To exit the application and submit at a later date, click Finish for now & return later You must submit you application before Monday 30 November 2015 (Transfer to Secondary Education) Monday 11 January 2016 (Admission to Primary Education) Page 18 of 21

19 34. To submit your application now, click Continue Submitting the Application 35. Please read the Terms and Conditions. 36. If you would like to receive your offer of a school place by , select Yes Your school offer will be available on this website, via and will also be posted to you on Tuesday 1 March 2016 (Transfer to Secondary Education) Monday 18 April 2016 (Admission to Primary Education) 37. Please read the Data Protection Policy 38. Click Yes to agree. 39. Click Submit to submit the application. Page 19 of 21

20 Notification for of submission After submitting your application you will receive an confirming your application and preferences. You will be taken to the page below. 1. Please print a copy of the application form for parents by clicking on Preview. The application form will appear on screen (below). Use the print function on you web browser to print the form. 2. Click Home to return to the home page or Logout to exit the website. You can make changes to your application up to the closing date of Monday 30 November 2015 (Transfer to Secondary Education) Monday 11 January 2016 (Admission to Primary Education) You must RE-SUBMIT your application if you make any changes. For guidance on how to edit your existing application, please see the next section. Page 20 of 21

21 Editing an existing application Once you have started or submitted your application you can change it up until the closing date of Monday 30 November 2015 (Transfer to Secondary Education) Monday 11 January 2016 (Admission to Primary Education) Your home page when you login to the website will now show your existing application. 1. To edit your application details, click Change my Application Details This will take you back to step 5 in the document. 2. To edit your preference schools, click Change my Preferences This will take you back to step 18 in the document. 3. To view your application, click Show me my Application Page 21 of 21

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