How to apply for Western Cape school admissions | key dates for Grade R, 1, and 8 learners

The Western Cape Government is urging parents of learners entering Grade R, 1, and 8 in 2026 to apply for school placements during the official on-time admissions window. The application process opens on Tuesday, 11 March 2025, and closes on Tuesday, 15 April 2025.

In preparation for the application process, parents are advised to gather the necessary supporting documents to ensure a smooth and timely application. These documents include:

1. Identification – Any one of the following can be submitted:

   • Identity document (ID) or birth certificate of the learner.
   • For foreign learners: Passport or a copy of the parent’s refugee or asylum seeker permit that includes the learner’s name.
   • If the learner has foreign parents but was born in South Africa: A handwritten birth certificate (DHA 19 form).
   • If the learner was not born in South Africa: A passport or refugee or asylum seeker permit issued in the learner’s name.

2. Immunisation card or Road to Health chart – Applicable to pre-primary and primary school learners only.

3. Latest official school report or academic report – A report showing the learner’s most recent academic performance.

4. Proof of residence – This can be a rates account, lease agreement, or an affidavit made at a police station confirming residence.

If any of these documents are unavailable, parents can submit a police affidavit in place of the missing document.

WCED spokesperson Kerry Mauchline explained applications must be submitted online, with scanned copies of the required documents uploaded to the admissions system.

"Getting the necessary certified documentation together in advance will make the online application process a lot easier. Once you have them in your possession, it takes roughly 15 minutes to apply and load the documents online."

For detailed instructions and to apply, parents can visit the admissions website at: https://www.westerncape.gov.za/education/service/learner-admissions

Parents are not required to drop off certified hard copies during the application process.

Certified copies will only be needed once a school placement has been offered and accepted.

Mauchline said for those unable to access the online system, assistance is available in person at local education district offices, pop-up admissions sites, or directly at the school to which they wish to apply.

"We have arranged pop-up admission sites at over 120 sites which includes shopping malls, schools and other facilities, in all 8 education districts. Diarise the dates for the most convenient facility to utilise near you! 

"Parents seeking in-person help are encouraged to bring all required documentation with them."

The Western Cape Government emphasised the importance of applying within the designated timeframe to help ensure that each learner is considered for a school placement for the 2026 academic year.

This year the department saw 9289 extremely late applications for Grade 1 and 8 learners since 1 January 2025. The department worked tirelessly to try and place these learners but urged parents to apply on time.

"Early and accurate applications assist in effective planning and placement, ensuring a smooth start to the new school year for all learners," Mauchline said. 

tracy-lynn.ruiters@inl.co.za

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