Questions about visa/immigration clearance through pre-registration

Pre-registration takes approximately 3-5 working days provided that you submit all the required documents.

  • 1. What is pre-registration?

    Pre-registration is an administrative process to verify and capture immigration documentation and proof of initial fee payments for international students and researchers prior to their registration at UCT. The Immigration Act requires all institutions of higher learning in South Africa to keep a record of international students registered at their institution. A report on international student registration is submitted annually by UCT to the South African Department for Home Affairs.

    UCT is required to complete this process to comply with government regulations for ensuring that each international student possesses valid immigration documents for the duration of their registration.

  • 2. Who is required to pre-register?

    All international students are required to complete the pre-registration process before they can register. This includes full time undergraduate and postgraduate students, part-time and occasional study students, semester study abroad and exchange students, international affiliates and postdoctoral research fellows.

    Only once students are successfully pre-registered can they register for their courses with the relevant UCT faculty administrative office.

    Students and research fellows must ensure that they are pre-registered with IAPO before they register for their programmes.

  • 3. How do I pre-register?

    Pre-register by logging into Student Administration Self-Service and submitting a service request for pre-registration. Download our Student guide for submitting a pre-registration service request for step-by-step instructions.

  • 4. What documents do I need to pre-register?

    Updated 16.02.2022

    Immigration service request

    Immigration documents if you are studying in-person and have a visa endorsed for study at UCT. Upload the following documents as a single combined PDF attachment by completing an Immigration Service Request in PeopleSoft:

    • Certified copy of passport bio page
    • Certified copy of relevant visa endorsed for UCT (i.e. study visa, endorsed for study at UCT or visitors’ visa endorsed for research)
    • Medical aid cover from a South African medical aid scheme, valid for the full duration of the visa and study programme, renewed annually (specifically for holders of study visas)

    Students undertaking qualifications by coursework are required to be resident in Cape Town, and to attend campus, from the first day of teaching in the semester.

    1 Course qualifications include Diplomas, Bachelors, Honours, Postgraduate Certificates, Postgraduate Diplomas and Masters by coursework and dissertation.

    Students pursuing qualifications by research only (i.e. Masters by dissertation only or PhD), who have permission from their supervisor to undertake their research remotely and without residing in or travelling to South Africa, can apply to complete their pre-registration remotely by completing the remote pre-registration application form.  The completed form must be authorised and signed by your supervisor and uploaded with your passport bio page into the Immigration Service Request in PeopleSoft.

    Remote pre-registration is NOT available for students undertaking qualifications by coursework.  For students taking taught courses, you must be in Cape Town and have completed pre-registration for in-person studies and academic registration by the first day of teaching on 13 February.

    NOTE:

    All immigration documents to be certified by a Commissioner of Oaths or a Notary. The certification stamp must include: the name of the Commissioner of Oaths, their designation and signature, the date, and wording along the lines of ‘the following documentation is a true and accurate reflection of the original’. The certification stamp cannot be more than six months old at the time that the documents are submitted for preregistration.

    For those who hold Refugee, Asylum Seeker, Permanent Residence status or citizenship for South Africa, we will accept certified copies of these documents only; no passport bio page and proof of medical aid is required however, if it is submitted the information will be captured.

    Fees service request

    Fee documents: Upload documents showing you have paid the full initial fee by completing a Fee Service Request in PeopleSoft:

    • Bank receipt confirming payment of the full initial fee by (i) credit card OR (ii) bank deposit/ transfer and showing your full name and alphanumeric applicant/student number; or
    • Official stamped bursary or schlolarship letter from the UCT Postgraduate Funding Office OR your enrolling UCT Faculty Office endorsing the award of a postgraduate scholarship or bursary; or
    • Official letter confirming the award of a scholarship or bursary from a recognised funding body; or
    • For postdoctoral research fellows, an unstamped funding letter (we will verify the fellowship through the Postgraduate Funding Office independently).

    The documents should show your full name and/or alphanumeric application number so we can identify the payment is related to your UCT tuition fees.

    Please note that letters of sponsorship cannot be accepted in lieu of payment.

    Download the Fees and payments dates guide on the Fees website for more information. Those registering for programmes in the Graduate School of Business should consult the administrative office for details on initial fee payments and deadline payment dates by emailing info@gsb.uct.ac.za.

    For details of the full tuition fee amount, generate your own proforma invoice using this public access site: publicaccess@uct.ac.za.

    The Fee service request relates to the initial payment required prior to registration. The balance of your tuition fees is due by 30 June of the same year. Please send proof you have paid the full amount by emailing a copy of the bank receipt to iapo-finance@uct.ac.za. Please quote your alphanumeric student number in the Subject Header of the email.

  • 5. How long does pre-registration take?

    You can expect a turn-around time of 3-5 working days. Each service request must be individually evaluated by staff in the International Office and it takes some time to review the requests of all international students. Our offices are only open during week days.

    We encourage you to wait until at least 5 days have passed before following up on your Service Request.

    Please note that we cannot complete pre-registration until ALL the required and certified documents are uploaded.

  • 6. My pre-registration service request has taken longer than 5 days. What must I do?

    The turn-around time for a service request is 3-5 working days provided all required documents are uploaded. If your documents are incomplete, we will make a note in the 'comment' section of the service request. Please log in to the Student Administration Self-Service and review the comments to ensure you have completed the requirements for pre-registration.

    You should also check your email as we may have sent you status updates on your service request as email notifications.

  • 7. How will I know whether you received my service request?

    Log in to the Self-Service portal and navigate to your service request to view the current status of the request. If the status is 'received' it means your service request was successfully submitted and we have received your submission for evaluation and verification.

  • 8. How will I know whether my service request is successful/ completed?

    We will notify you about the progress of your service request by changing the status of your request. You will receive email notifications for the following changes in status:

    Incomplete: You have uploaded insufficient documents for us to verify your visa/ fee status and we cannot complete your service request. Please read the comments and then upload additional documents into your service request.

    Accepted: Your service request has been evaluated and verified and is now complete. Once both fees and visa/immigration service requests have been completed, the IAPO blocks will be lifted and you will be able to proceed to academic registration.

  • 9. Can I track progress with my pre-registration service request?

    You can track your pre-registration service request by logging in to the Self-Service portal. One of the following statuses will appear against your request.

    Note: Service requests with an 'open' status can be changed by uploading additional documents and information. Those with a 'closed' status cannot be amended with additional documents. To upload extra information/ documents, submit a new service request.

    Received: Your service request was successfully submitted. The service request is still open.

    Incomplete: You have not uploaded all the supporting documents needed for pre-registration. You can upload any missing documents to the current open service request. The service request is still open.

    Acknowledged: The missing documents you uploaded in support of the incomplete request have been received. We will re-evaluate your submission. The service request is still open.

    Rejected/declined: The service request is rejected because the supporting documents are missing or incorrect. To upload other documents, please submit a new service request. The service request is closed.

    Accepted: The supporting documents were received and have been verified and accepted for capturing. Once both the fees and visa/immigration service requests have been accepted, the blocks will be removed and you can proceed to academic registration. The service request is closed.

  • 10. I have submitted a pre-registration service request. How can I upload additional documents?

    Updated 21.01.2022

    You do not need to submit a new service request. You can simply add documents to your current pre-registration service request.

    Log into Student Administration Self-Service and locate your pre-registration service request.  Click on the hyperlink for Upload Immigration documents under the Request Type.  In the Comments field, leave a note for us to explain how you have amended your service request.  Click on the Add Attachment button, upload your document(s) and click Submit.

    For more detailed instructions along with screenshots, download the 2023 pre-registration student guide for submitting a service request

  • 11. I am doing a PhD/ Masters by Dissertation and am completing my fieldwork outside South Africa and do not intend to travel. How do I register?

    Updated on 26.01.2022

    Students undertaking a qualification by research only1 can apply for permission to pre-register and register remotely if your supervisor has given prior permission.  Please complete the IAPO remote pre-registration application form and have your supervisor sign the form, attaching a motivation in support of your remote pre-registration.

    The completed and signed form should be uploaded into the Immigration Service Request in PeopleSoft along with a copy of the bio page from your passport.

    1 Research qualifications include Masters by Dissertation and PhD.

  • 12. I received a study offer from UCT and want to register. Am I expected to travel to South Africa? Can I learn online?

    Updated 23.02.2022

    On 4 October 2021, Senate approved the Framework for Teaching and Learning in 2022.The basic elements of the Framework are:

    • All students, whether they are South African or international, are expected to be in Cape Town throughout the academic year and to come to campus as required.
    • The 2022 academic calendar starts on 14 February. First-year registration and orientation will take place in the preceding two weeks, with residences opening in late January.

    Students undertaking qualifications by coursework1 are required to be resident in Cape Town, and to attend campus, from the first day of teaching in the semester.  This means international students must have a valid study visa and be resident in Cape Town by 14 February at the very latest.

    International/ SADC students who are not in Cape Town with

    • a study visa or
    • a VFS receipt for a renewal of an expired study visa

    will not be able to complete academic registration for 2022.

    Under Senate rules, the very last date for late registration is normally Friday of the first week of teaching in the semester (i.e. 18 February 2022).  It is important to note that immigration or fees clearance through the pre-registration process does not confer permission or eligibility for late registration.  Permission for late registration is an academic concession from the Dean of Faculty.  If you wish to register late, please contact your Faculty Academic Administration Office for further guidance.

     

    1 Course qualifications include Diplomas, Bachelors, Honours, Postgraduate Certificates, Postgraduate Diplomas and Masters by coursework and dissertation.

2023 Pre-registration student guide for creating a service request

Questions about fees clearance through pre-registration

  • 13. I need a pro forma invoice for my fees please.

    Please refer to our online proforma to generate an invoice.

  • 14. After going through the Student Fee Handbook I still don't understand what I'm supposed to pay.

    Please visit the International Office's fees webpage and download the one-page reference guide titled SADC and International Fees to assist you to determine what you need to pay.

  • 15. What initial fees should I pay before registration?

    Please use this link to the document titled Fees and payment dates on the Fees website to determine your initial payment prior to registration. 

    Fees website: www.students.uct.ac.za/students/fees-funding/fees/handbook

    You can find out more about international fees on our website: https://www.uct.ac.za/international/student-support/fees

  • 16. What will my final fee balance be after I've registered and after my initial fee payment has been received?

    Your registration details will be loaded on the student records (PeopleSoft) system after registration. From March, you should be able to view your fee details by logging into Student Administration Self-Service and clicking on Fee Account. You will also be receiving monthly fee statements advising you of your fee debt liability.

  • 17. Can I make a payment arrangement to pay off my fees for the year?

    UCT has two payment dates; the initial fee is due prior to the start of teaching for the year and the balance of all outstanding fees are due by the 30th of June.

    You will not be able to register without paying the initial fee. Once this has been made, you have until 30 June to settle the balance. If you still have fees outstanding after the 30th of June, you will be charged 1% interest on a monthly basis.

    You can find the fees and payment dates for the current academic year on the Fees website.

  • 18. What bank details should I use to make payment?

    Updated on 16.02.2022

    Please consider using the online credit card payments facility as it links directly to your student fee account in PeopleSoft.

    Where payment is being made for students from outside the South African rand currency area, payment must be made by telegraphic transfer into the University's bank account at Standard Bank, Rondebosch; Branch Code 025009, Account Number 07 148 0234, Swift address SBZA ZAJJ. Please use your student number as a reference when making payment. This helps us identify your payment in the bank account quickly and efficiently.

    To notify us you have made a payment, please submit a copy of the bank receipt confirming the payment and clearly showing your full name and/or alphanuermic applicant or student number in a Fee service request.  You can submit a service request by logging into Student Administration Self-Service and submitting a service request for pre-registration. Download our Student guide for submitting a pre-registration service request for step-by-step instructions.

    Allow at least 14 working days for payment to appear in UCT bank account to avoid delays in registration clearance being granted.

     

  • 19. I have paid, can I be cleared for registration?

    Updated on 16.02.2022

    To notify us you have made a payment, please submit a copy of the bank receipt confirming the payment and clearly showing your full name and/or alphanuermic applicant or student number in a Fee service request.  You can submit a service request by logging into Student Administration Self-Service and submitting a service request for pre-registration. Download our Student guide for submitting a pre-registration service request for step-by-step instructions.  For further details on the documents required for a Fee service request, see question 4 above.

    Allow at least 14 working days for payment to appear in UCT bank account to avoid delays in registration clearance being granted.

    Once we have your proof of payment, we can find the transaction in the UCT bank account and use this to demonstrate you have made the initial payment, allowing us to remove the fee block.

    Please consider using the online credit card payments facility as it links directly to your student fee account in PeopleSoft.

  • 20. Do you have financial assistance I can apply for?

    A limited number of scholarships are available annually to international and refugee students for postgraduate study in any discipline at UCT. Please visit the Postgraduate Funding Office for further assistance or download the handbook for Financial Assistance for Postgraduate Studies handbook from the UCT website: http://www.students.uct.ac.za/students/study/handbooks/current

    You can also find information on funding on the UCT Funding and Fees FAQ website: http://www.students.uct.ac.za/students/prospective/faqs/funding-fees

  • 21. What is the FISB?

    For Honours, Postgraduate Diploma and Coursework Master's students there are Faculty International Student Bursaries (FISB) available which will reduce the International Term Fee and these are awarded at the discretion of the Faculty Dean based on academic merit, financial need and faculty requirements. (International terms of payment will still apply). 

    The FISB is only available to student registered for taught postgraduate qualifications.

    Please apply at the relevant Faculty Office.

2022 SADC and international fees 

Quick reference guide of fees by programme type

UCT Fees website

General questions about pre-registration and registration for international students

  • 22. I have received Permanent Residency status in South Africa. What should I do have it updated on the system?

    Updated on 16.02.2022

    A student's fee status is based on their citizenship/ residence at the point of registration. If a student presents original certified documented proof of alternate citizenship or residency before 31 July, the residency and associated fee status will be amended for that academic year.  The following documents will be accepted as proof:

    • a South African identity card/book
    • a Permanent Residence permit issued by the South African Department of Home Affairs

    Only certified copies of the original document can be accepted.  Documents can be certified by a Commissioner of Oaths (available at your faculty office), at a police station, or by a Notary Public.

    Changes in citizenship status submitted before 31 July will be used to recalculate your tuition fee liability for the current academic year.  Citizenship/residency status changes presented after 31 July will only be applied to the fee status for the following academic year.

    To notify us about a change in your residency status, please submit a certified copy of your Permanent Residence permit in an immigration service request.  You can submit a service request by logging into Student Administration Self-Service and submitting a service request for pre-registration. Download our Student guide for submitting a pre-registration service request for step-by-step instructions.

    Your fee liability for the current academic year will only be adjusted once your residency status has been evaluated and changed in the student records and administration system (PeopleSoft).

  • 23. I have Refugee and/or Asylum seeker status in South Africa. What should I do have it reflected on the system?

    Updated on 16.02.2022

    A student's fee status is based on their citizenship/ residence at the point of registration. If a student presents original certified documented proof of alternate citizenship or residency before 31 July, the residency and associated fee status will be amended for that academic year.  The following documents will be accepted as proof:

    • a South African identity card/book
    • a Refugee or Asylum Seeker permit issued by the South African Department of Home Affairs

    Only certified copies of the original document can be accepted.  Documents can be certified by a Commissioner of Oaths (available at your faculty office), at a police station, or by a Notary Public.

    Changes in citizenship status submitted before 31 July will be used to recalculate your tuition fee liability for the current academic year.  Citizenship/residency status changes presented after 31 July will only be applied to the fee status for the following academic year.

    To notify us about a change in your residency status, please submit a certified copy of your Refugee/Asylum seeker permit in an immigration service request.  You can submit a service request by logging into Student Administration Self-Service and submitting a service request for pre-registration. Download our Student guide for submitting a pre-registration service request for step-by-step instructions.

    Your fee liability for the current academic year will only be adjusted once your residency status has been evaluated and changed in the student records and administration system (PeopleSoft).

  • 24. Please help me to determine when my registration is or when my course starts.

    Details about registration for 2022 can be found on the UCT website here: www.students.uct.ac.za/students/current-students/registration

    You can also refer to your faculty about your registration dates or academic department about your course start dates. Please pay careful attention to the information the Faculty Office sent you in your offer letter.

    If you need to contact your Faculty Office directly, please use the list of all faculties and academic departments on the UCT website.

  • 25. Why do I need South African medical aid?

    The South African Immigration Act requires that all international students purchase medical aid cover from a medical aid scheme registered with the South African Council of Medical Aid Schemes before applying for a study visa.  The cover must be for one year (renewable annually) or for the full duration of the study programme and intended stay in South Africa where this is shorter than one year.

    As part of pre-registration, the International Office is required to confirm that you meet the visa conditions for entry to South Africa and then registration as a student at UCT. 

    You will not be permitted to register unless you have medical aid cover.