Purpose:   To determine the process of registration to ensure that the admission of learners takes place in a timely and efficient manner

Signature:   __________________________ PRINCIPAL



Date:                 __________________________                 

Subject to the South African Schools Act of 1996, the admission policy of this school is determined by the governing body of the school.


The process of registration as determined by the Provincial Head of Department will be followed so as to ensure that the admission of learners takes place in a timely and efficient manner.  In this regard the school governing body shall encourage parents to apply for the admission of their children before the end of the preceding school year.


  • Learners entering the foundation phase for the first time may be

Admitted when they are five, if they turn six by June 30, of that year.

  • If a learner is admitted at an age well above the age norm for a Grade, such learner, will be placed in a fast track facility as far as possible, or with his peer group, if it is in the educational interest of the learner.
  • No learner age 16 or above who has never attended school previously will be admitted.
  • No enrolled learner will be allowed to attend the Primary school after the age of 18. Such learner will however be permitted to attend school till the end of the year in which he turns 18. Under exceptional circumstances the learner may apply for extension in which the case the decision is the prerogative of the principal and the school governing body.
  • A parent must complete the relevant form for admission. The parents must be given whatever assistance they may require to complete the form. (P55 M6)
  • When the parent applies for admission at entrance level he must present an official birth certificate of the learner to the principal. If the parent is unable to submit the birth certificate, the learner may be admitted conditionally until a copy of the birth certificate is obtained. The parent must ensure that the admission of the learner is finalized within three months of conditional admission.
  • On application the parent must show proof that the learner has been immunized against the following communicable diseases: Polio, Measles, Tuberculosis, Diphtheria, Tetanus and Hepatitis B. If a parent is unable to show proof of immunization, the principal must advice the parent to have the learner immunized within 14 days of the child being admitted.
  • If the learner comes from another school a transfer card as well as the most recent report card of the learner must be submitted. If neither of these documents can be produced, the parent must submit a written affidavit stating the reason for not having the transfer card and/or swear under oath in which grade the learner was before he left his previous school. The learner profile must be requested from the previous school that the learner attended. It will contain the latest learner information, assessment record and a record of the learner’s grade progressions.
  • Administration Clerk must complete request for information about learner form and post or fax it to learner’s previous school as soon as possible. (P61/M6)

NB:           Documentation showing signs of erasure or which have been

Altered in any way will not be accepted.

  • Learners whose parents are in possession of a permit for temporary or permanent residence issued by the Department of Home Affairs will be admitted.
  • Learners who entered the country on a study permit must present the study permit on admission.
  • Persons classified as illegal aliens must, when they apply for admission for their children, show evidence that they have applied to the Department of Home Affairs to legalise their stay in the country.


  • No learner will be refused admission on the grounds that his or her Parent –
  • is unable to pay or has not paid the school fees determined by the School Governing body.
  • Has refused to enter into a contract in terms of which the parent waives any claim for damages arising out of the education of the learner.
  • Exam results will not be withheld if school fees are in arrears.
  • In the event of action being taken against a parent, such action should not prejudice the learner.
  • No test relating to the admission of a learner will be administered except in the following case:
  • Transferred learners with special education needs, to determine where they should be placed in the absence of the necessary documentation regarding placement.
  • Learners (special classes) will be required to furnish additional documentation pertaining to psychological and other tests, as also evidence showing exactly to which level such learners have progressed.


  • Administration Clerk to provide with a completed copy of a learner’s transfer certificate, a copy of his/her most recent report card. (P61/M6)
  • The learner’s cumulative record card must be posted to the school where the learner has been transferred to – only on request from the new school. (P62/M6)
  • SASA determines that schools may not charge fees such as a registration fee, re-admission or pre-admission testing fees or any other fees at the time of application. School fees and any other fees, May only are charged after the learner has been informed in writing of his or her acceptance for admission to the school.
  • Schools may not use academic performance of learners to determine admission to a school.
  • Schools may not use interviews with parents or learners prior to the admission of a the learner as a form of screening, except for learners with learning barriers who wish to enter an ordinary public school and learners wishing to enter schools offering specialist subjects.
  • SASA stipulates that no application for admission may be turned down because a parent/caregiver cannot pay the annual school fees.

Phase 1: Application for admission

The first phase involves the following;

  • An application form to the schools is completed.
  • The school notifies the parent/caregiver and/or the learner that the application for admission has been successful or unsuccessful, and, if successful, the parent or the learner must either accept or reject the place in the school. This exercise should be concluded by 31 October every year.

Phase 2: Registration for enrolment

The second phase involves the following:

The second phase commence after acceptance of a learner, with the compulsory registration of the learner on Education Management Information System (EMIS) as part of the school enrolment.

1. From March of the year prior to admission The KZN DOE runs an annual enrolment advocacy campaign.

·       This school runs its own advocacy campaign early in the year.

2. First school day in second term Schools must be ready by this date to receive applications for admission of learners for the following school year.
3. First school day in third term Homeroom educators hand out re-registration forms to every learner presently reflected in the admission register
4. First school day in fourth term Homeroom educators submit re-registration forms to administration clerk for capturing. Arrange with bursar to send sms’s to parents/caregivers whose re-registration forms have not yet submitted.
5. Third week in term four Re-registration process completed.

Determine number of vacancies per grade

6. Last week in term four ·       Admissions of new learners completed by 31 October. Successful and unsuccessful applicants must be informed in writing within 10 school days.

·       Unsuccessful applicants must be provided with reasons why they were not admitted to the school, and it should also include directions to parents/caregivers or learners to seek assistance from the Circuit Office.

·       No “school hopping” should be allowed.

·       Consideration mist is given to the progression of learners when determining vacancies per grade for the next year.

7. Last Friday in October Admission statistics should be finalised.
8. 1 November to the beginning of the first term ·       If space is still available, continue to admit learners

·       Districts can still direct parents to schools that still have space available.

1. Early enrolment The advocacy campaign also serves to remind and encourage the public to enrol their children at the school for the following year and informs parents and learners of the requirements for admission and the compulsory documentation that must accompany the application.
2. School Admission Policy The School Admission policy must be available at the school in the event of a parent/caregiver or learner wishing to read it at school.
3. Application form Learner Registration Forms must be available on request and the form must contain all relevant and additional information about the learner and/or learner’s parents/caregiver.
4. Information to


When a parent/caregiver or learner applies for admission to a school, the following information shall be made available:

·       The school’s admission policy

·       The school’s learner code of conduct

·       The school fees payable – including all hidden or additional fees.

·       The exemption criteria from payment of school fees.

5. School fee


·       Parents must be fully informed about the school fee policy of the school and the time of application.

·       Parents who cannot meet the school fee requirements must be informed of payment options and of the procedures for fee exemptions as per the Regulations for the Exemption of Parents from payment of school fees, promulgated in terms of SASA Section 39(4), as amended.

·       Parents must also be informed of the period of time within which such applications must be submitted and the right to appeal to the Head of Department against the decision of the SGB on exemption from payment of school fees.

·       The proposed compulsory school fee payment must include all additional fees for textbooks, stationary or any other fees required.

6. Preference of


Where insufficient vacancies exist at a public school, learners of the compulsory school-going age shall have preference of admission over learners who are not of compulsory school-going age and over-age (Grade + 6 plus 3 or more years) and under-age learners. Learners who are above the compulsory school-going age should be referred to an ABET or a FET college.
7. Waiting lists If a learner is placed on a waiting list, the school must inform the parents/caregivers that they must also apply to other schools to ensure the admission of the learner in the next year. The school must clearly state that a place in the school may not become available.
8. Acceptance of a

school place

Where the learner has been accepted, the notification letter must request written

confirmation from the parent/caregiver by a

Specific date stating that the learner will accept the grade place at the school.

9. Forfeiting of a

Grade place

The letter to the parent(s)/care-giver or learner shall make it clear that, if the school does not receive a written response by the due date, the grade place shall be lost.
10. Administration


For every application form handed to an

applicant, an administration fee of R 50, 00

Shall be charged in order to cover administration costs.

11. Deregistration

of learners

Deregistration means permanently removing a learner from the LURITS data base of the KZNED. The reason could, for example be one of the following:

·       Absence of more than 10 consecutive school days, without communication to the school.

·       Decision by pregnant learner not to attend school any longer.

·       Leaving the school system permanently (e.g. for the job market)

·       Prolonged ill health

·       Completion of Grade 12

·       NOTE: Expelled learners who go to another school are not deregistered, but receive a Transfer Certificate.

12. Late applications Learners, who apply after October for

Admission to the school, shall not necessary be accommodated in this school but only where school places exist. The learner will not necessary be accommodated at the nearest school to the learner’s place of residence or the school of choice.