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WAEC May/June Offline Registration Software Download & Guidelines

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The West African Examinations Council (WAEC) introduced the Offline Registration Package for schools that have PCs but are not on the Internet. This service is also put in place for schools without PCs who could be assisted by Cyber Café or Business Centers with computers and scanners/digital camera.

WAEC May/June Offline Registration Software Download & Guidelines

This will enable the schools to capture registration details of their candidates and passport photographs, save the information on a CD-ROM or Flash RAM for uploading at WAEC Zonal/Branch Office in charge of their State. Each school will be given a CD-ROM containing the offline registration program, offline and online packages user manuals and other WAEC Online Registration information.

To use the Offline Registration Module of the WAEC E-Registration system the following are required:

Installing WAEC May/June Offline Registration System

Fresh Installation (First Time on a PC)

To use the WAEC Offline Registration Module , the following are required:

  • A system with high speed processor with at least 2GB RAM, 150GB Hard Disk, USB Port, etc.
  • Flatbed Scanner or Digital Camera
  • Flash RAM or DVD-CD Writer
  • Windows 7 or later Version

Read Also:

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  • WAEC Correction of Names & DOB | Guidelines & Requirements
  • WAEC Syllabus for SSCE

CD-ROM Installation Manual Guide

  • Mount the CD-ROM given to your school at the commencement of registration for May/June examination for each year. Please do not use the CD for the previous year’s registration. It will not work for the Current Registration (May/June). There are new features added.
  • On insertion of the CD, it will auto-run the setup, otherwise Browse for “Setup.exe” in “OfflineSetup” Folder on the CD
  • You can change the destination folder for the Offline Registration to the desired location on your PC. For example, “C:\Offline Registration System”
  • Select Everyone at the prompting of the installation to install the program for every user of the PC if you so desire
  • Click Next to continue installation
  • Click Close to exit at the end of the installation
  • Launch the application by double clicking on the “WAEC May-June Offline Registration” icon created by the installation on your desktop.

Online Software Download Installation

This option requires internet access before the software can be installed. Updates are automatically detected and you shall be optionally prompted to install the updates. Please follow the following instructions to install the software:

This prerequisite is required and should be installed separately:

The following prerequisites are required and are installed automatically on click of Install Button below:

  • Windows Installer 3.1
  • Microsoft Visual Basic PowerPacks 10.0
  • Microsoft .NET Framework 4 (x86 and x64)
  • Microsoft Visual Studio 2010 Report Viewer
  • DigitalPersona U.are.U RTE  32bit or 64bit

If these components are already installed, you can launch the application now. Otherwise, click the button below to install the prerequisites and run the application.

Re-Installation (There is an Existing “Offline Registration” Program on the PC)

A. I Do Not Want To Loose My Data

If you already have data entered into your Offline Registration on your PC and you do not want to loose the data, please do not do a total re-installation of the application. Please follow the following instruction:

  • Mount the CD-ROM given to your school at the commencement of registration for May/June examination for each year. Please do not use the CD for the previous year’s registration.
  • Browse the CD to locate the file named “Offline.exe”
  • Copy the file named “Offline.exe” to the “Offline Registration System” folder on your local PC
  • Launch the application by double clicking on the “WAEC May-June Offline Registration” icon created by the installation on your desktop.

B. I Want to Start All Over

  • Un-install the client application (Management Module) if already installed using the Control Panel Add/Remove Program
  • Then follow the procedure for fresh installation in above

USING e-LEARNING FACILITY ON THE CD

  • Double click on “Index.html” in the root folder of the CD
  • Click on “Open e-Learning” menu

WAEC OFFLINE REGISTRATION PROCEDURES 

Read the User Manual and be careful to observe the General Rules

1.Do not use the Previous Year’s CD or Program to register your candidates. You will not be able to upload the data to WAEC database. Use the current Year CD OR Software for your registration.

2.Before the authorized person or the Exam officer starts registering candidates, he must first of all enter all required information about the school. This could be done by clicking on the Data Entry Menu and Selecting School Info.

3.The Total length of surname, first name and other names must not be more than 25.

4.A candidate must register for at least 8 subjects.

5.Candidate’s passport photo scanned or taken with digital camera in Jpeg format must be attached to each candidate registration. The size of the passport photo in JPEG format must not be more than 15Kb (Fifteen Kilobytes)

How to Logon to the System

Double Click on the icon named “WAEC May-June Offline Registration” on your desktop to run the WAEC Offline Registration Package installed on your system. The installation procedure is as described above.

Principal/Examination Officers who may want to use the offline registration module must have an account in the system.

He/she must be an authorized user of this system. Please continue reading below for the procedures on adding new user.

However, to login for the first time, an account with the following information has been created on the system:

On login in for the first time, you are advised to change the password of this account. Please continue reading below for procedures on changing password.

You may decide to allow the system to remember your Login info if you are sure it’s on secured system, otherwise allow supplying of this information before gaining access into the system.

You may decide to use this account for all your entries or create a new one. The system will always require you to supply a username and password to login.

Before the authorized person or the Exam officer starts registering candidates, he must first of all enter all information about the school.

This could be done by clicking on the Registration Menu and Selecting School Registration.

Registration of Candidates

The following are the steps the examination officer will take to register candidates:

1. Click on the “Registration” menu and Select “Candidate Registration” and then “Entry Registration” 

2. This menu will allow you to enter candidates’ details and SSS I & II continuous assessment scores (CAS). CAS for SSS I & II must be entered compulsorily with the entry.

3. The Center Number and the School Name will be displayed

4. Each Candidate’s personal details such as Surname, First Name, Date of Birth, Sex, subjects and SSS I & II CAS must be entered. The candidate’s passport photograph in JPEG format and not more than 15Kb in size must also be captured. See how to capture and validate candidate’s passport photograph in above guidelines.

5. The approved subjects for the examination are displayed in the Available Subject List Box
English Language and Mathematics have been pre-selected

6. To select the remaining subjects for a candidate, double click on the subject in the Subject List
Select the subject in the “Available Subject” list and click on “>>” icon.

Note: that a candidate is expected to register for at least 8 subjects.

7. To deselect a selected subject, double click on the subject in the Selected List
Select the subject on the Selected List and click on “<<” icon

Attaching Candidate’s Passport Photo

  • Click the “Attach Image” by the “passport photo box” to locate the candidate’s passport photo
  • Locate the folder where the passport photo is stored
  • Click on the on the candidate’s passport photo
  • Click “Open” to attach the candidate’s passport photograph to the corresponding candidate’s registration.

Please see how to scan and validate the Passport Photos as you continue reading below

  • Click on the “Confirm Entries Ok?” checkbox to affirm that all the entries including the attached passport photograph are correct.

NOTE: That when the checkbox is clicked, a mark “√” sign appears in the checkbox and this affirms that all entries are correct. You WILL NOT be able to submit this entry unless you click the affirmation checkbox.

·Be sure that the all registration information for the candidates are correct

·Click the Submit Button to register the candidate and save candidate’s registration information.

Viewing & Editing of Candidate’s Information

  • Click on “Enquiry” menu to view all registered candidates in the school
  • Click the row containing the record of any candidate to view the picture at the right hand corner of the screen
  • Click the row containing the record and click “View and Edit” to see a full view and/or Edit the candidate information
  • If any Modification is done, the Affirmation checkbox must clicked to affirm that entries made are correct and the Submit Button must be clicked to save record if any changes have been made
  • This option allows you to add biometric data of candidates including fingerprint. Click on biometrics from the “candidate information” submenu. Connect a fingerprint scanner to the computer, select a candidate from the list of registered candidates, and click on “start capture” to scan the fingerprint of that person.
  • Click on “Enquiry” menu to view all registered candidates in the school
  • Click the row containing the record of any candidate to view the picture at the right hand corner of the screen
  • Clicking on “Drop” to delete the record

Printing Report of Registered Candidates

  • Click on “Report” menu and then “View Report” menu to call the Print option form. The detail or list of the entries can be Previewed or sent directly to the printer.
  • Select “Registered Candidates”, then select Extract
  • Use the left and right arrow on the Print Preview Toolbar to navigate the pages of the report
  • Click the Printer icon at the side of the Print Preview Toolbar to print the report
  • You can also list the registered candidates in alphabetical order of name by selecting “List of candidates”
  • To view the summary of registered subject, select the “subject summary”and click on “extract”.

Setting the Examination Period

  • Click on the “Administration” menu and selecting “Preferences” submenu
  • This submenu has three options, which include, “backup database”, “restore database” and “initialize database”. Click on backup database if you want to backup the entire database, subsequently this database can be restored and that is achieved by clicking on the restore database option. The initialize database will re-start entries afresh.

Update Centre File

  • If you discover that your school is not in the list of schools on the Offline software, please download the current centres.dbf from the www.waeconline.org.ng website. From the software, go to Update Centres under Administration menu. Locate the downloaded file to update the centre file on the software.
  • To add a new user to the system Click Administration Menu and select Add User submenu
  • Password must be entered twice, both in “Enter password” textbox and “Confirm password” textbox, and it must be the same password.
  • We recommend that you change the default Password that comes with the system as soon as you login for the first time. To change your Password you are required to follow the following steps:
  • At the logon screen check “Change Password” box

Backup of Data for Online Registration

The registered candidates can be backed up unto any external storage device or folder on your PC by clicking the “Administration” menu and Selecting “Backup”

The system allows you to backup all candidates, range or selected entries from the school by selecting on the appropriate menu.

You can also backup entries with CAS or SSS III CAS only by also selecting the appropriate menu. You only require the “CAS Only” backup when you want to backup the SSS III CAS.

Note: In backing up the database, the correct location to be backed up to must be selected

The application also allows you to backup up for more than one number of schools instead of one school at a time. Click on “range of schools” option from the backup submenu. Select the range of schools; you can also select the “select all” option to select all the schools. You can also backup entries with CAS or SSS III CAS only by also selecting the appropriate menu.

This option lets you restore a database of a centre that has already been backed up previously. Click on “restore from backup” from the administration menu, browse for the folder where the database was backed up, then click “ok” 

·Scan the actual passport photograph of the candidate using a flatbed scanner or Take a passport photograph of the candidate with a digital camera

·The passport photo should be black and white, 35mm x 40mm in size with contrasting background
·The passport photograph must be clear and the candidate’s face must NOT be obstructed in any way by items like glasses, sun glasses, head gear, etc

·The standard is JPEG in 275×314 Pixels with 72dpi resolution. This will give you a physical size between 7Kb and 15Kb JPEG image

Note: You may wish to scan the entire passport photo for all your candidates before you begin to enter the registration details.

Generate WAEC Examination Number 

You used this option if you are sure that you are not going to make any further correction or editing to the waec offline or online entries

1. Launch the WAEC Offline Application software.
2. From the menu bar, Select Administration
3. Select online upload
4. Click on Login (existing User)
5. Type in your user id also know as user name
6. Type in the password you created during signup
7. When done, click on login. a dialog box will appear.
8. Select the option Generate Exam Numbers
9. click on the button Go
10. Next click on the button Generate Exam Number, if successful you will get a message, Numbers
Successfully Generated. Click on ok.

Print List of Registered WAEC Candidate. 

1. Launch the WAEC Offline Application software.
2. From the menu bar, Select Administration
3. Select online upload
4. Click on Login (existing User)
5. Type in your user id also know as user name
6. Type in the password you created during signup
7. When done, click on login. a dialog box will appear.
8. Select the option Print Reports
9. click on the button go
10. To print the list of registered WAEC Candidate, select the option Registered candidate list,
11. Click on the Extract button
12. Click on the Export Button, select the pdf file format as the save as type; save it into any preferred location (e.g document) you can remember on your pc.

Print WAEC Validation List 

1. Launch the WAEC Offline Application software.
2. From the menu bar, Select Administration
3. Select online upload
4. Click on Login (existing User)
5. Type in your user id also know as user name
6. Type in the password you created during signup
7. When done, click on login. a dialog box will appear.
8. To print out waec validation list, select the option Data Validation list
9. Click on the Extract button.
10. Click on the Export Button, select the pdf file format as the save as type; save it into any preferred location (e.g document) you can remember on your pc.

Print WAEC Subject Summary 

1. Launch the WAEC Offline Application software.
2. From the menu bar, Select Administration
3. Select online upload
4. Click on Login (existing User)
5. Type in your user id also know as user name
6. Type in the password you created during signup
7. When done, click on login. a dialog box will appear.
8. Select Subject Summary.

Basic Information found on the WAEC Data Validation List Includes: 

  • Full Names
  •  Candidate Examination Number,
  •  Candidate Date of Birth and Sex
  •  Candidate name of subject enrolled

Basic Information found on the WAEC Registered Candidates List Includes:

  • Form numbers.
  •  Names.
  •  Sex.
  •  Date of birth.
  •  Number of Subject enrolled.

Validating the Passport Photo

  • Click on “Registration” menu and select “Validate Picture”
  • Click on “Multiple” to check all the passport photos in a folder
  • Click on “Browse” to select the folder where the passport photos are stored
  • Click on “Registration” menu and select “Validate Picture”
  • Click on “One” to check all the passport photos in a folder
  • Click on “Browse” to select the folder where the passport photo is and then select the particular photo to be validated
  • The system will display information on the status of the photo (valid or not valid).
  • Click on the ‘x” to exit

Resizing Passport Photo to Specification (New!)

  • Click on “Registration” menu and select “Validate Picture”
  • If you do not want to keep backup of the original Image(s), uncheck the “Backup Original Image Files” check box
  • Click on “Browse Folder” to select the folder where the passport photographs are and then Click on “Process” to process the Images to the required specification.
  • Click on the ‘Close” to exit

We do hope users will find this manual very useful in the West African Examinations Council (WAEC) registration exercise.

Please follow the instructions carefully. If you notice anything we could do to enhance this software for the good of all users, please contact us immediately.

Have a pleasant registration.

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