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    Guidelines for the use of the online facility    

 

Onthou om u taalvoorkeur te kies (links bo-aan die webblad)
 

SUBMISSION OF A PHOTO/VIDEO FOR ONLINE ASSESSMENT

(Please note: Online submissions are only applicable in the Fine Arts section. A short video to be submitted in the Sculpture and Ceramics categories.)
 

HOW TO PREPARE AND SUBMIT YOUR PHOTO/VIDEO

A.            Photographing the artwork

  1. Always keep in mind that the camera should be placed in a position as if it replaces the eyes of the adjudicator.
  2. The photo can be done with a smartphone. 
  3. Choose a suitable spot for your artwork with enough light, but preferably not in front of a window or door. Ensure that the background is neutral with less light at the back. Extra lighting may be needed from the front, to have a clear picture of the artwork.
  4. Ensure to “Save” your photo on your computer/device. Strange characters in the filename, e.g. ê, ö, ü, will result in an invalid submission.

B.            Submitting the photo/video

  1. Submission can be done from a smartphone or a computer (if the photo/video has been transferred onto the computer).
  2. Maximum file size allowed is 50MB. 
  3. You will need to access the online portal to submit the photo/video. Please visit www.submit.pretoriaeisteddfod.co.za
  4. Login with the same username and password used on the main website. (Click on "Forgot password" to retrieve the login details).
  5. Select the specific entry from the list of registered entries. Please note that only paid entries will appear on the list.
  6. A submission form will appear.
  7. Upload the photo/video (click on "Choose File" or "Browse" to find the file on your computer/phone) or provide a link (e.g. OneDrive or DropBox). Please note: If you use GoogleDrive please remember to change the settings to "public". (You can change the setting to "Private" as soon as the adjudication has been finalised). No WeTransfer links will be accepted, as it only remains valid for a few days.
  8. Select your file and click on "Upload & Generate Link" to submit the file.
  9. An optional comment for the adjudicator can be provided in the applicable space.
  10. Before the entry is submitted, a responsible adult (parent/teacher) has to confirm that the work uploaded is the participant's own and that the photo/video has not been edited in any way. Also please check the link before submitting. The best is to copy and paste the link in a different browser to ensure that it is a valid link.
  11. Finally, click on “submit”.
  12. A confirmation message will appear. This is only to confirm that a link was submitted. You still remain responsible to check the validity of the link.
  13. Click on "x" in the top right corner to return to the list of entries.
  14. Please follow this procedure from step 5 for each item you have entered for assessment.
  15. If you need to re-submit an invalid link, simply follow the steps above to generate a new link.

C.        Downloading the results

  1. Please visit the same online portal and login with your username and password: www.submit.pretoriaeisteddfod.co.za 
  2. A list of all the submissions will be displayed on the portal.
  3. In the “Search” space, please type the Item nr or the candidate’s name to find a specific submission.
  4. Choose the download option (CSV, Excel or PDF) or print the results. In Excel you can manipulate the report by deleting the columns you don't need. You can also sort the information according to the name, item number or symbol.
  5. If you wish to download or print all reports, simply choose from the available options.
  6. You will be notified as soon as the certificates are ready.
 

How to affiliate online, register a new teacher, enroll participants,

download participant slips.

A .  HOW TO REGISTER AS A NEW AFFILIATE 

You have to affiliate annually to enroll participants. Please do not register as a new affiliate if you have been affiliated previously. To Register as an Affiliate (New) do the following:
  1. Click on "register" below the login details.
  2. Decide on a username and password.
  3. Select the year (2022).
  4. Select your Affiliation Type from the drop-down menu. Choose one of the four options that suits your situation.
  5. Fill out the required fields marked with a (*) .
  6. Select your school/studio, or if you cannot find your school, click "add new" to add your school/studio.
  7. Once you have filled in all the required fields and selected the affiliation option, click on "submit" to save your details and continue.
  8. Clicking "submit" takes you through to the Registration Confirmation page. Double check your details and then click on Affiliate.
  9. This will take you through to the Registration Complete-page, which indicates your Affiliation Type and your Invoice number. Please make a note of this invoice number.
  10. You will now be registered for the year you selected. Please pay your affiliation fee using your invoice number as reference.  As soon as the payment has been received the affiliation will be active.

B.    HOW TO RE-ACTIVATE AN AFFILIATION

  1. If you have affiliated previously please enter your username and password. PLEASE DO NOT CREATE A NEW PROFILE! If you have forgotten your login details, click on "forgotten password". You will receive an email with your login details, or contact the Eisteddfod Office.
  2. Click on “Profile” at the top of the webpage. This will take you to the affiliation form. 
  3. Select the year (2022).
  4. Edit your details and update where necessary. Please check the name of your school/studio.
  5. Clicking "submit" takes you through to the Registration Confirmation page.
  6. Double check your details and then click on the Affiliate to register.
  7. This will take you through to the Registration Complete page, which indicates your Affiliation Type and your Invoice number. Use this invoice number as reference when you pay the affiliation fee.
  8. As soon as the payment has been received the affiliation will be active.

C.  HOW TO REGISTER A TEACHER

Please indicate the teacher's name on each entry form, not the affiliate. Convenors need to contact teachers from time to time and without the teacher’s name and contact details they find it extremely difficult.

To add a new teacher:

  1. Log in with the affiliate's username and password. 
  2. Click on "Teachers" at the top of the webpage. This page contains a list of all the teachers registered under the affiliation. (You can also view the list of teachers under "Profile").
  3. If you wish to add a teacher, click "Add New Teacher".  Each teacher must create his/her own username and password (not the same as the affiliate). Fill out the required fields marked with * and select your school/studio from the drop-down menu, or add a new school/studio by clicking "add new".
  4. Once you have filled out the required fields and selected or added a school/studio, click "submit" to save the details entered. A pop-up notification states - Teacher Saved.

D.  HOW TO ENTER A PARTICIPANT

To enter a participant you must be logged in and the affiliation fee for the year must be paid. Register a participant by clicking "Entry Forms" at the top of the webpage. Please make a selection (solo/ensemble/group) and follow the instructions:

-  To add a SOLO entry

All the solo items of a participant in the same section can be listed on one form (for Ensembles/Groups please use the applicable entry form). To add a new solo entry, click "Add New Solo" on the Entry Forms page.

  1. Select the year (2022).
  2. Select a teacher or "add a teacher" if the name doesn't appear on the list.
  3. Fill out the required fields marked with *. Please choose the correct syllabus code and item before moving on. Be sure to click on "select" before moving on to add the next item. All the solo items of a candidate can be listed on the same form.
  4. Please use the "Additional Info" box to enter any information needed by the convenor e.g. the name of the piece, the duration, the type of instrument (Strings, Woodwind and Brass) or the type of voice (singing sections).
  5. After you have selected all the items please check the information on the entry form and click on "Save".
  6. This will take you to the Confirm Registration page. On this page you have to confirm that you have checked the information, that you have read the General Rules as well as the Special Rules of the relevant section(s) and that you accept the Disclaimer Notice.
  7. Ticking the three boxes will enable you to generate your invoice. This step is very important. Without doing this step the items will not be saved and the entry form will not be activated. Once the invoice has been generated you can also double check the items. To edit a misspelled name or change the item nr, simply go to "View existing entries", change the errors and re-submit the form. This can only be done if the entry has not been paid yet.
  8. Please use the Invoice number as reference when making the payment. To view all your invoices click on "Invoices". This is another way to ensure that all the entries have been registered.

-  To add an ENSEMBLE entry 

Please use this form for ensembles, duo- & triologue and all other duo/trio items

  1. Click "Add New Ensemble". This will open the Ensemble Entry Form 
  2. Select the year (2022).
  3. Select the teacher, or "add a teacher" if the name doensn't appear on the list.
  4. Add extra rows for more ensemble members by clicking  "Add another candidate".
  5. To remove a participant simply click "Remove" next to the information fields.
  6. Make sure to choose the correct syllabus code and item, before moving on. Once you have completed the form, click "Save" to register your ensemble.
  7. The rest of the process is exactly the same as registering a solo entry (see above).

-  To add a GROUP entry 

  1. To register a new group click "Add New Group" to open the Group Entry form
  2. Select the year (2022).
  3. Select the teacher or "add a teacher" if the name doesn't appear on the list.
  4. State the name of the group e.g. "The Marigolds".
  5. Choose the language in which the certificate must be printed.
  6. In the space underneath the name of the group, add the participants' names separated with a comma. Please note: no spaces after the comma. This is only necessary if each participant needs to receive a certificate. If you wish to receive only one certificate for the group, type the name of the group again in the space for "Participants".
  7. Complete all the fields making sure to choose the correct syllabus code and item before moving on. Once you have completed the form, click "Save" to register your Group.
  8. The rest of the process is exactly the same as registering a solo entry (see above).

E.  TO DOWNLOAD PARTICIPANT SLIPS

The participant slips will only be available on the website as soon as the program for the specific section has been compiled by the organiser and the entry fee has been paid.

Please note: The participant slip mostly serves as information regarding the date, time and venue of the performance. It is not required by all sections to hand in a slip before adjudication. 

To download the slips:

  1. Logon and click on "Reporting".
  2. Choose the year (2022).  
  3. Enter the Syllabus Code: e.g. AS, W, R.
  4. Click on "Generate Report". You will then be able to download a PDF-file which you can view or download or save to your computer/ device. If no participant slip is available please check whether the entry fee has been paid. 
  5. As soon as the entry fee is paid and the program for the relevant section has been finalized, the slips will be made available.