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New Centralized Application System (CAPS) for University Admissions to be piloted by GTEC 

New Centralized Application System (CAPS) for University Admissions to be piloted by GTEC 

The Ghana Tertiary Education Commission (GTEC) is set to introduce a New Centralized Application System (CAPS) for University Admissions to be piloted, for prospective university students starting next week.

This system will replace the previous practice where students had to purchase multiple admission forms to apply to different institutions.

During the opening of a capacity development and networking program on the African Continental Qualifications Framework (ACQF) project in Accra, Professor Ahmed Jinapor, the Director-General of GTEC, unveiled the plan. He revealed that the new centralized system would undergo a pilot phase at ten public and private institutions, including:

  1. Kwame Nkrumah University of Science and Technology (KNUST)
  2. Kumasi Technical University
  3. Akenten Appiah-Menka University of Skills Training and Entrepreneurship Development
  4. Christian Service University
  5. Garden City University
  6. Catholic University Ghana
  7. Bolgatanga Technical University
  8. C.K. Tedem University of Technology and Applied Sciences
  9. Presbyterian University, Ghana
  10. Simon Diedong Dombo University of Business and Integrated Development Studies

Prof. Jinapor emphasized the need to replace the outdated practice of students buying multiple forms, stating that they aim to provide a single platform for all institutions in the country, offering all their programs. Prospective students can access the platform, purchase a form, and apply to their chosen institutions.

The GTEC Director-General expressed the commission’s intention to fully implement this system in the upcoming academic year.

He highlighted that this centralized platform would also facilitate the retrieval of applicants’ results from the West African Examinations Council (WAEC) to prevent fraudulent applications.

Participating countries

Participants in the program are drawn from Ghana, Angola, Guinea-Bissau, Eswatini, Mozambique, Democratic Republic of Congo, Senegal, Sierra Leone, Zambia, Kenya, Cabo Verde, Malawi, Madagascar, Mauritania, Cameroun, South Africa and South Sudan.

It is in its second phase and will go on with various activities until the end of 2026.

The African Continental Qualifications Framework (ACQF) project, a partnership initiative between the African Union and the European Union (EU), began in 2020 and is currently in its second phase, set to continue until the end of 2026. Participants from various African countries are part of this program, which aims to enhance knowledge and understanding of national qualification frameworks.

Ghana’s experience in various areas, including its educational initiatives, is of interest to other participating countries.

The European Union has been actively engaged in education and skills development, working closely with Ghana’s Ministry of Education, GTEC, and other related institutions to promote these efforts.

How the Centralised Application Process System (CAPS) Works.

The Centralized Application Processing System (CAPS), as the name suggests, is a system designed to streamline the application process for university admissions. It operates by centralizing the application and admission procedures, making it more efficient for both prospective students and educational institutions. Here’s how CAPS typically works:

  1. Online Application Portal: CAPS usually operates through an online portal where prospective students can create an account and access the application forms. The portal is accessible via the Internet, making it convenient for applicants.
  2. Single Application Form: Instead of requiring applicants to fill out multiple application forms for different universities or programs, CAPS provides a single, standardized application form. This form typically collects essential information such as personal details, academic history, choice of program, and payment information.
  3. Choice of Universities and Programs: Within the CAPS portal, applicants can select the universities and programs they are interested in. They can browse through a list of participating institutions and programs, eliminating the need to visit each university’s website or complete separate forms.
  4. Application Fee Payment: Applicants can pay the application fees through the CAPS portal. This is typically done using secure online payment methods, which simplifies the payment process and ensures transparency.
  5. Document Submission: Along with the application form, applicants may need to upload or submit required documents such as transcripts, certificates, recommendation letters, and identification documents. These documents can be submitted electronically through the portal.
  6. Application Review and Processing: Once the application is submitted, the CAPS system forwards the applications to the respective universities and their admission offices. Each university’s admission office reviews the applications for eligibility and suitability.
  7. Communication and Notifications: Applicants receive notifications and updates through the CAPS portal regarding the status of their applications. They may be informed about acceptance, rejection, or any additional steps required.
  8. Acceptance and Enrollment: If a student is accepted, they can typically accept the offer through the CAPS portal. This may involve confirming their intention to enroll, paying any required fees, and providing additional information, such as health records or visa documents.
  9. Data Sharing: CAPS may integrate with other educational organizations or examination boards, allowing for the retrieval of academic records and examination results. This can help verify the authenticity of the applicant’s qualifications.
  10. Reporting and Analytics: For universities and educational authorities, CAPS provides data and analytics on application trends, demographics, and the performance of different programs. This data can be valuable for planning and decision-making.
  11. Security and Fraud Prevention: CAPS often incorporates security measures to prevent fraudulent applications, such as verifying documents and conducting background checks on applicants.
  12. Support and Assistance: The CAPS system usually provides support and assistance to both applicants and universities. This can include help desks, FAQs, and guidance on how to navigate the system.

CAPS is designed to simplify and modernize the university admissions process, making it more accessible and efficient for all stakeholders. It reduces the administrative burden on universities, minimizes paperwork for applicants, and enhances the transparency of the admissions process.


Peter N. Djangmah is a multifaceted individual with a passion for education, entrepreneurship, and blogging. With a firm belief in the power of digital education and science, I am affectionately known as the Private Minister of Information. Connect with me
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