Admit a learner

Admissions keeps every enquiry until the child joins or does not, in five stages: Enquiry, Visit or interview, Offered, Admitted and Not joining. Admitting fills in the admission form from the enquiry and links the new learner to it.

Steps

1. Open Admissions

   An admissions secretary starts there when she signs in. Otherwise choose Learners › Admissions. The board shows each stage; the top line counts the enquiries, how many joined and how many are open.

2. Note the enquiry

   Tap New enquiry, or press N. Type the Child’s name, the Class wanted, the Parent or guardian and their Phone, where they Heard of us from, and any notes. Tap Save: Kila says Enquiry saved.

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3. Book the visit

   Tap the child on the board, then Visit or interview booked. The card moves to Visit or interview.

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4. Offer a place

   Tap Offer a place (print the letter). The letter, Offer of a place, gives the class and the term with the day to report, the term’s fees with (if taken) beside the optional items and the Total (required items), the date fees are due, and Please bring with the school’s list. The enquiry moves to Offered.

5. Tap Admit

   When the parent accepts, open the enquiry and tap Admit. Admit a student opens with the child, the class and the parent filled in. Leave Admission number empty: “Leave empty and Kila gives the next number.”

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6. Check the parent and the consent

   Check the parent’s Phone: “The same phone links brothers and sisters to one account holder.” Tick The guardian agrees to the school keeping the learner’s records (Data Protection Act) when they have agreed, and add the UPI and Birth certificate number if you have them.

7. Admit the learner

   Tap Admit. Kila says Student admitted, with the new admission number, and Admitted and linked: the enquiry moves to Admitted and Open the learner takes you to the learner’s page.

Good to know

A learner admitted after the term is billed has no fee invoice yet. The bursar bills the term again for them: see Bill a term.

What if

The family does not take the place

Open the enquiry, type why under Why not joining (fees, distance …) and tap Not joining. The card moves to Not joining with the reason, so the school sees why places are lost.

The birth certificate number is on another learner

Kila shows:

Not admitted

Birth certificate number 161049731 is already on 4H6W9B9 (LRN-00003).

Each identity number belongs to one learner. Kila names the identity record it is already on: check the certificate, then search for the number under Learners › Learner identity numbers to see whose it is.

A brother or sister is already at the school

Use the same parent phone. Kila links the new learner to the same guardian, so one statement and one family receipt cover all the children.

Related

• Send a fee statement: what the family owes, all children together.
• Give a bursary: the new learner’s optional items and bursary.
• Admissions secretary: your day at the front office.

Next: choose the learner’s optional items, such as transport or lunch, on their page.