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1 Digital Admissions – FAQs V2 04-02-2019
EDUCATION AUTHORITY (EA)
DIGITAL ADMISSIONS – FREQUENTLY ASKED QUESTIONS FOR PROVIDERS PRE-SCHOOL AND PRIMARY SEPTEMBER 2019 INTAKE Throughout this document the term provider refers to primary schools, nursery schools and non-statutory settings participating in the Pre-School
Education Programme.
Topic/Issue No. Question Response
1. Account
management -
providers
1.1 Where do I get access
to the school portal?
The URLs for the School Portal were detailed in the email which contained your login
information.
For schools with C2k the School Portal is accessed through My School, connecting to
EA.
For schools/pre-schools without C2k the School Portal is accessed at
https://providerportal.eani.org.uk/ProviderPortal_LIVE/Account/Account/Login
1.2 What details do I need
to log into the School
Portal?
Each provider has been issued with login details comprised of a username and
password. These details were issued to all providers from the EA’s IT Section.
1.3 Will I only get one
login?
In a primary school a single login will cover P1 and Reception (if applicable). If a school
has a nursery unit, a separate login will be provided.
2 Digital Admissions – FAQs V2 04-02-2019
Topic/Issue No. Question Response
Nursery schools with a mixed pattern of attendance will be provided with separate
logins for full time and part time applications.
Playgroups will have one login.
1.4 Can a provider have
more than one login to
enable multiple users
to access the School
Portal?
No. Only one username per admissions group will be issued as per question 1.3. The
provider will be responsible for ensuring that appropriate staff are given access to the
School Portal.
1.5 I have not received my
login details, what do I
do?
If you have not received your login details, please contact the Admissions Helpdesk
Tel 028 9598 5595 or email [email protected] or
3 Digital Admissions – FAQs V2 04-02-2019
Topic/Issue No. Question Response
1.6 I have activated the
two step verification
code. How do I
deactivate this?
If you have activated two step verification you will get the below prompt when
logging in- the verification code will be sent via email.
To turn this off click on the Username on the top right hand side and hit the two step
verification button- this will give you the option to turn this functionality off.
1.7 What should I do if I
have registered on the
School Portal but have
Check for an email from [email protected] Please check in your ‘spam’ or ‘junk’
folders. If you are unable to find it and it has been at least 24 hours since registering,
please contact the Admissions Helpdesk.
4 Digital Admissions – FAQs V2 04-02-2019
Topic/Issue No. Question Response
not received a
verification email?
You can contact the Admissions Helpdesk Tel 028 9598 5595 or email
1.8 What should I do if the
link in my verification
email does not work?
Please try copying and pasting the link directly into your internet browser. Failing that
please contact the Admissions Helpdesk.
You can contact the Admissions Helpdesk Tel 028 9598 5595 or email
1.9 I have forgotten my
password, what I do?
On the login page click on the ‘Forgotten your password?’ link, click on this and follow
the on screen instructions. You will be asked to enter your username and the email
address that is associated to the school. Click on the link provided in the email issued
and use the temporary password provided- this will then let you reset the password.
1.10 How do I change my
password?
Once you are logged into the School Portal, Click on ‘My Account’ and then ‘Change Password’ Password not accepted
Please note: When you create a new password it must:
Have minimum of 10 characters and no more than 128 characters
5 Digital Admissions – FAQs V2 04-02-2019
Topic/Issue No. Question Response
Have a minimum of 2 numbers
Contain at least 1 lower case character
Contain at least 1 upper case character
Contain at least 1 special character (e.g. #, $, *)
Not be the same as the username
1.11 Can I change my email
address?
There is no facility to change the email address associated to the school on the portal
but if you wish this to be changed please contact the Admissions Helpdesk and the
email address can be updated against the user account.
You can contact the Admissions Helpdesk Tel 028 9598 5595 or email
1.12 How do I change my
secret Question?
When logged into the School Portal, Click on ‘My Account’ and then ‘Change Secret
Question’
You can hit the Forgotten your secret answer? button and follow the steps to reset
this using the email address that is associated to the school
6 Digital Admissions – FAQs V2 04-02-2019
Topic/Issue No. Question Response
1.13 When I am logged in I
get an error message
re: ‘Session Time Out’
If you are experiencing this ‘Session time out’ error there is a few steps that can be
done to resolve this. Firstly ensure that you are using the correct URL to login-
https://providerportal.eani.org.uk/ProviderPortal_LIVE/Account/Account/Login
Secondly, if you can delete your Internet History and re-open your Web browser
session this should remove any information that may be cached in the browser and
clear any previous sessions.
Instructions on Internet History deletion below:
Delete Internet History Instructions
The following guidance is for Internet Explorer 11
To do delete browsing history click on this ‘cog’ icon at the top right of the screen.
7 Digital Admissions – FAQs V2 04-02-2019
Topic/Issue No. Question Response
Then select ‘Internet options’ as below:
8 Digital Admissions – FAQs V2 04-02-2019
Topic/Issue No. Question Response
On the next screen click on the ‘Delete’ button here:
9 Digital Admissions – FAQs V2 04-02-2019
Topic/Issue No. Question Response
Next make sure the following boxes are ticket and then click on the ‘Delete’ button:
10 Digital Admissions – FAQs V2 04-02-2019
Topic/Issue No. Question Response
You will then be brought back to this screen – click ‘Ok’
11 Digital Admissions – FAQs V2 04-02-2019
Topic/Issue No. Question Response
Close Internet Explorer- and then open a new browser session and navigate back to
the School Portal login page-
https://providerportal.eani.org.uk/ProviderPortal_LIVE/Account/Account/Login
Now try and log in again with the correct details.
If still experiencing problems – suggest restarting the machine or trying logging in on
another computer/device.
12 Digital Admissions – FAQs V2 04-02-2019
Topic/Issue No. Question Response
2. Application
details
2.1 Must parents apply
online?
No. The EA has adopted a ‘digital first’ approach, whilst applying online is the EA’s
preferred method of application it is not compulsory, Paper application forms will be
provided where necessary. See Digital Admissions Update No 2 for details
https://www.eani.org.uk/admissions-comms-updates
2.2 Will there be a field
that enables parents to
record whether or not
their child has special /
additional needs?
No. GDPR prohibits the collection of information that is not needed for the admission
function.
2.3 Will the application
collect information on
whether or not a child
attended a Surestart
programme?
No. GDPR prohibits the collection of information that is not needed for the admission
function.
2.4 Will a parent be
guided to know
whether or not they
are applying for Pre-
school/Reception/
Primary based on their
child’s date of birth?
Yes, if parents do not already know which places they can apply for they will be guided
through this on the EA’s website.
2.5 Can a child who has
been retained in pre-
school for an extra
year as a result of a
statement apply
No. As in previous years, parents of children with a statement of special educational
needs will not be applying through the Parent Portal. The placement of a child with a
statement will be managed through the Special Education Department of the EA.
13 Digital Admissions – FAQs V2 04-02-2019
Topic/Issue No. Question Response
through the Parent
Portal?
2.6 Will parents be able to
make an application to
nursery schools for
underage children?
Yes – this is unchanged from previous years. Underage applicants will be considered
in Stage 2 of the pre-school admissions procedure.
2.7 Can a parent use a
child’s ‘known as’
surname when making
an application?
The parent portal will prompt a parent to use the child’s birth certificate name. The
legal advice is that The Children (NI) Order 1995 makes it quite clear that where there
is a residence order in place in respect of a child, no person shall cause the child to be
known by a new surname without the consent of all those with parental responsibility
or the leave of the court. Even without a residence order, schools/the EA should never
alter the child’s surname on the register without the written consent of those with
parental responsibility or on production of an appropriate court order.
2.8 Does a parent have to
identify which pre-
school their child
attends when
completing a P1
application?
Yes. When Adding a Child to My Family parents will be presented with a list of funded
pre-school settings from which they are asked to select the one their child attends.
(This could be ‘None’ if applicable or if the pre-school attended is not a funded provider,
select ‘Pre-school not on list’.
2.9 Does a parent have to
complete individual
applications if they
have twins / triplets?
A parent will register once but he/she will need to add each child to ‘My Family’ and
then make an individual application for each one.
2.10 Are parents informed
that providers receive
the information they
Yes. The EA has reviewed the GDPR statements contained in the Parent Portal and on
the paper application forms to inform parents who their information may be shared
with.
14 Digital Admissions – FAQs V2 04-02-2019
Topic/Issue No. Question Response
have provided on the
application?
2.11 If parent applies online
will this mean their
details will be stored in
the system until next
year therefore making
process simpler going
forward?
Yes – this is already so for the Primary 2019 intake where the majority of children are
currently attending funded pre-school settings in 2018/19 school year.
2.12 Can a parent apply
online more than
once?
A parent is asked to declare that he/she has submitted only one application either
online or on paper. However, a parent can apply more than once.
2.13 How will EA know
whether a parent
makes more than one
application?
A process which is carried out to ‘match’ applicant data can identify any potential
duplicate applications before they are released into the School Portal. In addition the
EA has administrative functions that facilitate identification of duplicate applications.
The EA has already utilised these and has contacted the majority of these parents prior
to the closing date in order that only one application is progressed.
2.14 What do providers do
if a child’s details on
the School Portal do
not match those on
verifying documents?
Providers should view the applications and consider all information submitted via the school portal, verify the date of birth and ensure that each child’s name has been recorded as shown on the birth certificate. Should there be any changes to the child’s details, please complete the Applicant/Pupil Details Update Form and forward to the Pre-School or Primary Admissions Office by email to [email protected] or [email protected]
3. Address
3.1 Is the address which
providers are verifying
based on the child or
parent?
It is child’s address which requires to be verified. The portal facilitates a separate
address to be entered for a parent e.g. if a social worker was making an application for
a Looked After Child.
15 Digital Admissions – FAQs V2 04-02-2019
Topic/Issue No. Question Response
3.2 Will the Portal accept
addresses outside NI?
Yes, including those in the Republic of Ireland.
3.3 Will postcodes of new
builds / new housing
developments be
picked up by the
system?
Yes if the address is contained in the Ordnance Survey Northern Ireland (OSNI) pointer
file which is the source of addresses used by the Parent Portal. Addresses can be
entered manually if a house does not have a postcode.
4. Admission criteria 4.1 Will parents be able to
view criteria through
the parent portal?
No. Parents can view admission criteria on the EA website by opening a separate
window on their browser.
Whilst criteria cannot yet be viewed from within the Parent Portal for September 2019
applications this is a planned future development.
5. Admission
number/number
of funded places
5.1 How will playgroups
know how many places
they are allocated?
The Pre-School Education (Advisory and Admissions) Group (PEAAG) will advise non-
statutory settings of the number of funded places allocated to them in the same way
as previous years. The PEAAG is scheduled to meet on 12 February 2019 to consider
the allocation of places for the 2019/20 academic year.
6. Alerts
6.1 Will providers be
issued with an alert if
they are listed as 2nd
preference?
Providers will be able to view applications on which they are listed as second (or
subsequent) preference when the application has been rejected at first preference on
the school’s portal.
Alerts will be issued to the email account associated with the School Portal when an
application(s) needs actioned.
6.2 What email address
will alerts from the Email alerts will be sent to the address associated with the login to the School Portal.
16 Digital Admissions – FAQs V2 04-02-2019
Topic/Issue No. Question Response
School Portal be issued
to?
6.3 Will a provider receive
an ‘alert’ if a parent
amends their online
application?
Yes. The information in the School Portal is automatically updated in this case.
7. Amending a
response to an
application
7.1 Can a provider change
the status recorded for
an applicant in the
School’s Portal e.g.
from Refused to
Allocated if there is a
need to alter the
original decision?
A provider can amend the response to an application, where the status allocated has
been either Allocated or Refused. Refer to the School Portal User Guide for more
information.
8. Application of
criteria to
determine which
children are to be
offered places
8.1 If a provider has
received both paper
and digital
applications - when
does it apply its
published admission
criteria to determine
which children should
be admitted?
As has been the practice in previous years, providers can only consider applications
once the closing date has passed. All applications, online and any paper applications
received should be considered at the same time.
First preference applications can be considered immediately after the closing date if all
documents have been submitted by parents, if this is not the case providers should
wait until after 12 noon on Friday 8 February. Also see question 8.2 below.
17 Digital Admissions – FAQs V2 04-02-2019
Topic/Issue No. Question Response
8.2 When do providers
make their final
decisions on which
children are to be
admitted?
As has been the practice in previous years, providers should consider further
preference applications as/when required to do so and allocate the available places to
those applicants who best meet the published criteria. This can result in displacement
and as is the case in previous years, changes may occur up until the close of the
procedure.
9. Changing an
application
9.1 If a parent submits an
application can they
change/edit it?
Yes. A parent can change their paper/online application up until midnight on 31
January 2019.
9.2 Can a parent change
their first preference
at any time?
No. A parent can change their paper/online application up until midnight on 31 January
2019. After 31 January a change of preference in exceptional circumstances can be
made up until 4pm on Monday 25th March 2019 within primary and Stage 1 of the pre-
school procedure by contacting EA in writing.
10. Contacts 10.1 Where can parents
access the Parent
Portal web address?
Parents can access the online application via the EA website at
www.eani.org.uk/admissions and clicking ‘Start your application’.
10.2 What is the phone
number for the
Admissions helpdesk?
The telephone number of the Admissions Helpdesk is 028 9598 5595.
10.3 What hours will the
Admissions Helpdesk
operate?
The Admissions Helpdesk will operate from 8.00 am to 8.00pm, Monday to Thursday;
and from 8.00 am to 5.00pm on Fridays between Monday 7 January and Thursday 31
January 2019 inclusive.
11. Digital assistance
11.1 What assistance will be
provided to help
parents apply online?
The EA has created a range of materials for direct use by parents and for providers to
use with parents. These materials are available on the admissions area of the website
or in the Digital Admissions Hub. A full list of support materials for providers and
parents is available in the Digital Admissions Hub.
18 Digital Admissions – FAQs V2 04-02-2019
Topic/Issue No. Question Response
A number of these materials have been translated.
The EA will be providing drop in digital assistance sessions in targeted areas. Details of
these will be published on the EA’s website.
The Admissions Helpdesk will operate for extended hours (see Question 10.3)
11.2 Will the ‘Digital
Admissions – Parent
Portal Guidance’ be
available in other
languages?
Yes, this leaflet is available in Polish, Portuguese and Lithuanian. Parents/Providers will
be able to translate it to a number of other languages if required using the Browse
Aloud feature on the EA’s website.
11.3 Will the portal be
translated? No – the portal is only available in English at present.
11.4 Can providers assist
parents to complete
the online application?
The EA would encourage providers to give assistance to parents applying online if
required.
19 Digital Admissions – FAQs V2 04-02-2019
Topic/Issue No. Question Response
11.5 If schools wish to host
information sessions
and allow parents to
use the computers to
fill out applications,
are they going to be
able to access their
emails on C2kni
network?
Access to webmail sites such as Hotmail, Outlook.com is controlled by each individual
School.
By default, access to webmail sites is generally blocked by C2k internet filtering policy
unless nominated. School user accounts (which are used to log on to devices) are made
members of the Internet Advanced security group. Making members of security
groups can be carried out by the C2k Manager in each school. Full details of how to do
this are contained in the C2k Information Sheet EN039 – Managing Internet Filtering
(which is also available on C2k Exchange). It can take several hours for changes to
security groups to replicate across the C2k network so C2K advises schools to ideally
make these changes at least one day before they are generally required.
School devices have to be logged on with a C2k account – either a named account of a
member of staff or a guest account. It would be best practice for schools to create
Guest User Accounts (EN030) and add them to the Internet Advanced group (EN039 –
appendix B). This should be done in advance of hosting information sessions.
Please note that the above only applies to Primary Schools and Nursery Units within
Primary Schools. Nursery Schools or Playgroups are excluded.
11.6 Can pre-school
providers host
information sessions
and allow parents to
use the computers to
fill out applications?
Playgroups will need to consider how they manage this depending on their IT
arrangements/security.
20 Digital Admissions – FAQs V2 04-02-2019
Topic/Issue No. Question Response
12. Late applications 12.1 Can a late application
be made online?
No - as the online portal closes at midnight on Thursday 31 January 2019 late
applications have to be submitted on paper.
13. Mixed pattern
attendance in
nursery
schools/nursery
units
13.1 Will a parent be able to
list a mixed pattern
nursery school/unit as
1st and 2nd preference
(i.e. where a nursery
school/unit has full
time and part time
availability)?
Yes – a parent will be able to list both full time and part time as separate preferences.
This can be consecutively but is not necessarily the case, e.g.
1 Provider A full-time place
2 Provider B full-time place
3 Provider C part-time place
4 Provider A part-time place
13.2 Will a parent be able to
add AM / PM (part
time sessions) as a
preference?
No – pre-school legislation enables parents to list full time or part time as
preferences, it does not recognise morning and afternoon sessions as preferences.
13.3 Will the process
encourage / prompt
parents to choose FT
and PT for their 1st and
2nd preferences?
No – guidance to parents will recommend that they list at least four preferences but
the order of preferences is a matter for parents.
14. Paper application
14.1 Are paper applications
still available and from
where?
The EA is taking a digital first approach to transacting with its stakeholders, this means
that digital (online) will be the first option to be explored/offered. Whilst seeking to
encourage parents to apply online, as outlined in the Equality Screening document a
paper application form will be accepted. However, the EA is not providing a bulk supply
of application forms as in previous years. A pdf version of the application form has been
issued electronically to schools/providers for printing off in response to specific
21 Digital Admissions – FAQs V2 04-02-2019
Topic/Issue No. Question Response
requests for a paper application where a parent cannot access the online system or
chooses not to.
Parents applying to Irish medium settings will be able to do so through the online
portal. However, if they wish to complete their application in Irish, they may obtain a
copy of a translated application form which has been supplied to Irish-medium
providers as outlined in the Equality Screening document.
14.2 When should
providers give parents
paper applications?
The EA would encourage providers not to distribute copies of the paper application at
an open day. The application form will not be published on the EA’s website and you
are asked not to publish it on your provider website.
Paper applications should be issued in response to specific requests where a parent
cannot access the online system or chooses not to.
14.3 Should paper
applications be sent to
the EA?
As was the case in previous years, application forms and any attachments should only
be sent to EA if the child is being refused admission.
Refer to EA Pre-School and Primary Admissions Procedure 2019 - Notes of Guidance for more information available at www.eani.org.uk/digitaladmissions
14.4 How do providers
advise the EA of the
outcome of paper
applications?
Pre-school providers should complete form EA OENS or you may use an alternative format to provide this information. Returns can be forwarded by email to [email protected] or via Webxchange if linked to C2k.
Primary Schools should complete Form EA OEP1 or you may use an alternative format
to provide this information. Returns can be forwarded by email to
[email protected] or via Webxchange.
22 Digital Admissions – FAQs V2 04-02-2019
Topic/Issue No. Question Response
Schools with C2k can refer to the Sims.net Admissions Procedures – Primary Schools Spring 2019 Appendix 1 for instructions on how to make a return via Webxchange. You can contact the C2k Service Desk on 0870 601 1666 if you need assistance with submitting the form.) Forms EA OENS and EA OEP1 are available in the Digital Admissions Hub.
14.5 What do I do as a C2k
user if I do not have
access to
WebXchange?
Your C2k Manager can assign Permissions group in Identity Manager – WebXchange
access
Contact the C2k Service Desk 08706011666 if necessary.
14.6 What do I do as a C2k
user if I do not know
the WebXchange
Username and
Password?
There is only one username and password for WebXchange, check with the principal
and/or secretary.
Contact the C2k Service Desk 08706011666 if necessary.
14.7 What do I do as a C2k
user if the file is not
appearing in
WebXchange?
If the file not appearing in WebXchange then check if:
The filename is incorrect. The file must be named e.g. OEP1-XXXXXXX
The file Path incorrect. The file must be saved to S:\SIMS\ELBOUT\OEP1-
XXXXXXX
The user has correct permissions as above.
Contact the C2k Service Desk 08706011666 if necessary.
14.8 Do C2k users need to
have Active X
Component installed?
Yes. Active X Component needs installed.
Contact the C2k Service Desk 08706011666if you are unable to complete installation.
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14.9 Can paper applications
be accepted until 12
midnight on 31st
January 2019?
Yes – the period during which punctual online and paper based applications can be
made is the same i.e. between 2 January and midnight on 31 January 2019.
Paper applications can be accepted after this date but 4.00pm on Monday 25th March
is the last date for receipt of new applications that will be processed before issue of
letters on 9 May 2019.
14.10 How do paper
applications get added
to the system?
Providers cannot key applications to the portal.
The School Admission Service will issue instructions on what to do with paper
applications in January 2019.
(The EA will key paper applications to the back office system once a provider submits
its return. Thereafter the summary details e.g. name, address and DOB will show in the
School Portal but the paper application will be issued to second or subsequent
preference providers if required.)
15. Placement 15.1 How are parents
notified if/where their
child is being offered a
place?
This is unchanged. Providers will write to parents of children whom they are admitting
and the EA will write to parents of children who have not secured a place.
15.2 Can providers email
parents to notify them
of their placement
instead of sending a
letter?
Yes providers may email placement letters to parents as long as an email address is
available for every applicant. The e-mail should be sent for receipt on 10 May 2019.
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15.3 Will EA issue a Final
Placement list to each
provider of the
children being offered
a place?
No – this will not be necessary as providers will be able to see this information in the
School Portal.
16. Preferences 16.1 Do parents have to
type the actual name
of the provider they
are selecting as a
preference?
No. Parents will select the provider from a drop down menu. The name will reflect
what is contained in the published admission criteria and in the website search
function. A search facility exists to assist parents finding a provider.
16.2 Is there a maximum
number of preferences
a parent can list on the
online application?
Yes. As was the case with the paper application form previously used a parent will be
able to list six preferences online. They are advised to contact the EA if they wish to
list more than six preferences.
17. Retention of
records
17.1 Will providers still have
to retain paper copies
of application forms/
verification documents
etc for audit purposes?
The EA will review its audit requirements and confirm whether there is a need to issue
updated guidance.
The Department of Education has been asked to review its advice to schools on disposal
of records.
18. SIMS/document
upload
18.1 At what stage do
schools enter details of
applicants into SIMS
Some schools enter the details of all applicants to SIMS on receipt of the application,
other schools enter details once the final list of children to be admitted is known. Until
integration between the online admissions system and SIMS occurs, when details of
applicants should be entered remains a decision for schools.
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Topic/Issue No. Question Response
18.2 Will the School Portal
be linked to SIMS?
Integration with SIMS is a planned future development.
19. Social
disadvantage
19.1 How will providers
know if a child is
socially
disadvantaged?
Parents who have applied online and who are claiming priority because of social
disadvantage should tick the appropriate box in the application. They will be directed
to a Benefit Verification Form which they must have stamped by the Social Security
/Jobs and Benefits Office to confirm that they are in receipt of a qualifying
payment. This should then be sent by the parent directly to the first preference
provider.
A parent who submits a paper application for a pre-school place must get Section C of
the application form stamped to verify entitlement.
See update No 2b on Social Disadvantage for further details.
https://www.eani.org.uk/admissions-comms-updates
19.2 Where can parents
obtain a Benefit
Verification Form for
Social Disadvantage?
From 2 January 2019 parents who choose to apply online will be able access the Benefit
Verification Form from:
www.eani.org.uk/benefitverification;
providers; or
their local Social Security or Jobs and Benefits Offices.
See update No 2b on Social Disadvantage https://www.eani.org.uk/admissions-
comms-updates
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Topic/Issue No. Question Response
19.3 If the Social
Disadvantage question
has not been answered
on the online
application but a
parent submits a
stamped Benefit
Verification Form how
should this application
be regarded?
Where the box on the online form is not ticked and the parent brings the
verified/stamped Benefit Verification Form this should be accepted.
Where the box is ticked but verification of entitlement is not received by the provider
a child cannot be deemed to meet the socially disadvantaged criterion.
20. Temporary
variation/
Temporary
Flexibility
20.1
At what point do
schools apply for a
Temporary Variation/
Temporary Flexibility?
This is unchanged from previous years. Schools applying for a temporary
variation/temporary flexibility should do so as soon as possible.
20.2 What is the procedure
for temporary
variation requests?
This is unchanged from previous years. However schools could use the download and
export facility within the School Portal to cut and paste details of the applicants for
whom the temporary variation is being sought into the Department of Education pro-
forma or to submit to the Pre-School Education Group in cases of temporary flexibility.
21. Timetable 21.1 What are the key dates
for the admission
procedure?
The key dates for the various admission procedures are contained in DE Circular
2018/17 Open enrolment in nursery, primary and post primary schools – timetables
https://www.education-ni.gov.uk/publications/de-circular-201817-open-enrolment-
nursery-primary-and-post-primary-schools-timetables
27 Digital Admissions – FAQs V2 04-02-2019
Topic/Issue No. Question Response
22. Verifying
documents
22.1 Do parents receive an
email to
remind/prompt them
to bring verifying
documents to their
first preference
provider?
Yes. The email issued to parents following submission of an online application reminds
them to take the documents to their first preference provider not later than 12 noon
on Friday 8 February 2019.
22.2 How are parents
advised that they have
to send ALL
documentation, even
that required by their
second or subsequent
preferences providers
to their first
preference?
Parents are advised of this on both the online application and paper application. The
introduction of online admissions has not changed this requirement.
22.3 How is supporting
evidence/verifying
documentation passed
on to second and
subsequent
preferences?
Whether an application has been made online or on paper when an applicant has been
refused admission the supporting documentation should be sent to the EA for onward
transmission to the next preference provider as promptly as possible.
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22.4 If supporting evidence
e.g. a birth certificate
has not been
submitted by 8
February, should the
application be
considered late?
No – if an online application has been submitted, it will be a punctual application. Paper
applications submitted by midnight on Thursday 31 January 2019 are also punctual.
It is a matter for first preference providers to consider their approach to managing
evidence that has not been submitted, in the same way that they would have done in
previous years, if supporting evidence had not been attached to the paper application
form.
Providers are reminded that they should not contact second or subsequent preference
applicants to seek evidence as this will alert parents that their child has not been
admitted to their first preference. Refer to DE Circular 2013/24: A School’s duty to
verify Application Information for guidance on offering a place subject to receipt of
verifying documents.
22.5 Where do providers
record/ add verified
documentation on the
School Portal?
This facility within the School Portal is not being utilised. Each provider will be required
to consider documentation to satisfy themselves whether it verifies if the applicant
meets their specific admission criteria and to maintain a record of this as it may be
required in the event of an appeal.
22.7 Should providers have
to issue a receipt for a
birth certificate?
There is no change in current practice regarding receipts. It is a matter for the provider
to decide whether to do this, but the EA would recommend that providers do issue
timed and dated receipts for documentation submitted by parents.
23. Viewing/Printing
applications
23.1 How do providers view
all details on an
individual application?
Providers should click on each specific child’s name to see all details entered by the
parent.
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23.2 Will providers be able
to view all applications
at all preferences?
The EA has refined the view of applications so that providers will only see first
preferences initially. Once an applicant is refused admission their application will be
visible to second and subsequent preference providers. When a provider is required
to action an application it will be prompted to do so.
23.3 Will preferences be
ranked in order of
admissions criteria in
the School Portal?
No. The Portal will not apply admissions criteria. However if desired, providers can
either download a list of applications or run Pre-school or Primary Detail Report and
export either of these to Excel where applications can be sorted, filtered and
information added to suit a provider’s individual requirements. You should ensure
reports are exported to excel to facilitate presentation of the reasons for preference.
Refer to the School Portal User Guide for more information.
23.4 Can we print digital
applications?
Yes. A report has been created to print individual applications (either a single
application by entering the Student ID shown in the School Portal or all applications). It
is recommended that providers wait until the closing date before printing.
Refer to the School Portal User Guide for more information.
23.5 Will providers be given
instructions on how to
export information
from the School Portal
and how to merge
these details into
Microsoft or other
products?
Yes. Refer to the School Portal User Guide for more information.
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23.6 When will nursery
schools/units be able
to view penultimate
applications through
the School Portal?
Nursery schools/unit will be able to see penultimate applications through the School
portal in Stage 2 of the pre-school admissions procedure.
24. Technical
questions
24.1 What browsers does
the portal work on?
The portal works on:
Internet Explorer Version 10 (32 & 64 bit)
Internet Explorer Version 10 (32 & 64 bit)
Safari (latest version)
Chrome
Edge