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    Guidelines for the use of the online facility    

 

GUIDELINES FOR THE USE OF THE ONLINE FACILITY

For a guide on how to affiliate , register teachers, enter students and receive participants slips please see below.

A  TO AFFILIATE  

Register as an Affiliate (New)

If you have not registered as an affiliate and it is your first time visiting the site, click register, at the top of the page to register. This links through to the Affiliation Application Form page (Step 1 of 3 for registration).

Do the following:

a)  Decide on a username and password.

b)  Select the year – 2016.

c)  Select your Affiliation Type from the drop down menu.

d)  Fill out the required fields marked with a (*) .

e)  Select your School/Studio, or if you cannot find your school, click add new to add your school.

f)  Once you have filled in all the fields required and selected the option you are required to submit your form. Click the Submit button to save your details and continue on to (Step 2 of 3 for registration).

g)  Clicking Submit takes you through to the Registration Confirmation page. Double check your details and if they are correct click the Affiliate button, to affiliate yourself and pay the registration fee.

h)  This will take you through to the Registration Complete (Step 3 of 3) page, which indicates your Affiliation Type and your unique invoice number. Make a note of this invoice number.

i)  You will now be registered for Eisteddfod for the year you selected. Pay your affiliation fee  using your invoice number as reference and send your proof of payment to the office. You will receive a receipt and your entry forms will be active.

Register as an Affiliate (Previously affiliated)

a)  If you have been affiliated for the previous year just enter your username and password.

b)  Click on the “Profile” option at the top of the page. This will take you to your affiliation form.

c)  Select the year .

d)  Edit your details.

e)  Clicking Submit takes you through to the Registration Confirmation page.

f)  Double check your details and if they are correct click the Affiliate button.

g)  This will take you through to the Registration Complete (Step 3 of 3) page, which indicates your Affiliation Type and your unique invoice number. Use this number as reference when you pay the registration fee.

h)  Please send your proof of payment to the office.

i)  You will receive a receipt and your entry forms will be active.

j)  If you have forgotten your login details, click on forgotten password and follow the instructions on the page.

B   REGISTER AS A TEACHER

Teachers must enter candidates and 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.

Do the following:

a)  Log in with your user name and password.

b)  Click on the Teachers button at the top of the page. Clicking the Teachers button links you through to the Teachers page; this page lists all the teachers under you as an affiliate.

c)  If you wish to add a teacher, click the Add New Teacher button. This will take you to the Add/Edit Teacher page. Fill out the required fields marked with (*) and select your school from the drop down menu, or add a new school by clicking the add new.

d)  Once you have filled out the required fields and selected or added a school, click the Submit button to save the details entered. A small mini-window will pop stating; Teacher Saved.

C  REGISTER A STUDENT

To Register a student you must be logged in and paid for your affiliation. Register a student by clicking Entry Forms.

Add a Solo Entry

To Add a new solo Entry, click Add New Solo on the Entry forms page.

This will take you to the Entry form (a) Solo’s page. (Step 1 of 3 for registration).   

Do the following:

a)  Select the year (2016).

b)  Select a teacher.

c)  Fill out the required fields marked with *.

d)  Make sure to choose the correct syllabus code and item, before moving on.

e)  Once you have completed the form click Save to register your soloist.

NB. 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 for the violin, woodwinds, percussion, light music instrumental sections and the type of voice at the singing sections.

f)  This will take you to the Confirm Registration Page. (Step 2 of 3 for registration). Review the student’s details.  Click back to adjust or click Generate Invoice, which will click through to the Registration Complete page.

This page will indicate the invoice number that needs to be paid in order for the soloist to receive a participation slip. (Step 3 of 3 for registration). Make a note of the invoice number and use it as reference when making payment.

Add a new Ensemble

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

Do the following:

a)  Click the Add New Ensemble Button. This will click through to the Entry Form(b): Ensemble Entry Form.

b)  Select the year – 2016

c)  Select the teacher.

d)  Add another student by clicking  Add Another Row button, before you start completing the form. You can enter a maximum of 15 students on the Ensemble registration page.

e)  To remove a student simply click the Remove Button next to the information fields.

f)  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.

The rest of the process is exactly the same as registering a soloist.

Add a new Group

Do the following:

a)  To register a new group click the Add New Group Button, this will click through to the Entry form (C): Groups page.

b)  Select the year (2015) before you start.

c)  Select the teacher.

d)  Name the group e.g. The Marigolds.

e)  In the space underneath add the participants names separated with a comma e.g. Johan Smith, Nico duToit. This is only necessary if each participant wants a certificate and pays for it.

f)  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.

The rest of the process is exactly the same as registering a Soloist or Ensemble.

D)  Student Reporting (Participant slips)

Do the following:

a)  If you want to generate a report (participant slip) on a student, click the Student Reporting button or icon. This will take you to the Student Reporting page.  To generate a Student Report select:

b)  The year 2016 from the drop down menu.

c)  Report Type: Participant slips.

d)  Orientation: Select Portrait or Landscape from the drop down menu.

e)   Syllabus Code: e.g. AS

f)  Syllabus item: The item within the syllabus e.g. AS 12

g)  Once you have made the relevant selections, click the Generate Report button. A PDF will be generated, which you can download to a file/folder or storage device by clicking Download in the panel to right of the screen. If you do not receive participant slips please check whether the entry fee was paid.

h)  As soon as the entry fee is paid the slips will be made available.

                                                                                                                                                          

 

 
 
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