Beta — system in active development

1About this system

This website hosts the online registration system for West London Tamil School (WLTS) and the WLTS‑OFAAL examination system. It is not a Google Form or a simple web page. It is custom software with its own database, built and maintained by our developer.

Behind the scenes, the system:

• creates a unique Index Number for every examination registration;
• keeps each child’s subjects, grades, teachers and payment status together;
• schedules practical exam panels and theory exam centres, and automatically blocks any time clash for the same child;
• issues hall tickets only when a child’s exam schedule is complete;
• combines the marks of two examiners into the practical result and applies the official mark ranges (Distinction, Merit, Pass);
• releases results only when all the required marks are in;
• shows hall tickets and results only after a one‑time password (OTP) has been sent to the registered email address.

These features have been built and released step by step, and the system continues to be improved throughout the year.

2Why your Index Number is long and unique

Each examination registration receives its own Index Number, for example WLTS‑OFAAL‑GREENFORD25APR26‑0106. It may look long, but every part has a purpose:

• WLTS‑OFAAL identifies the examination;
• GREENFORD25APR26 identifies the exam centre and the exam session date;
• 0106 is the registration’s own number within that session.

The system uses the Index Number together with the registered email address to find exactly the right hall ticket or result. This matters because many families register more than one child with the same email address, and teachers sometimes register several students. The Index Number makes sure each child’s record is never mixed up with another, even when an email address is shared.

WLTS‑OFAAL examinations take place in several centres and sessions, and new sessions are added every year. A clear, unique number for every registration is what allows the school to keep accurate records, year after year.

3Why changes cannot always be made immediately

Every part of the system is connected. Even a change that looks small, such as a subject, a grade, a panel, a time or a rule, can affect hall tickets, results and other families’ records. Each change therefore has to be planned, built, tested and checked before it goes live, so that no child’s record is affected by mistake.

The system has also grown as the school has learned more about how its teachers, examiners, panels and results work in practice, and as these details have been explained to our developer. This is complex work carried out carefully behind the scenes, and we are grateful for your patience while improvements are made safely.

4Emails and one-time passwords (OTP)

When the system sends an email, such as an OTP or a notification, it is sent to the email address on your registration. If it does not appear, this is usually not a system failure. The most common reasons are:

• it has been placed in your Spam, Junk, Promotions or Updates folder;
• your email provider, school or workplace filter has delayed or blocked it;
• the email address was typed differently at registration;
• your mailbox is full.

Once an email has left our system, delivery is handled by your own email provider. For that reason, neither the school nor our developer can see why a particular inbox did not receive a message. We can, however, check that your registration details are correct.

5Payments

If you have paid but have not received an email, this does not mean the payment has failed or been lost. Payments are checked by the school, and your registration remains safely on the system. Please contact the office with your child’s Index Number rather than registering or paying again.

6If we ask you to check something online

Where we invite you to check a registration, hall ticket or result online, we are asking you to use a feature that is still being tested and improved. Please treat what you see during this stage as a helpful convenience, not the final word. The school office remains the official source for confirming any registration, hall ticket or result, and you are always welcome to check with us directly.

Our developer can only fix what he has been told about. If anything looks wrong, please let the office know straight away rather than assuming either way, and we will pass it on so it can be looked into as quickly as possible.

7A note on where this is hosted

Ideally, a system handling registrations, hall tickets and examination results for two large programmes, WLTS and WLTS‑OFAAL, should run on its own dedicated server. Our developer has advised us of this, and we intend to move to dedicated hosting in the near future.

Because WLTS operates entirely as a registered charity, we are not yet in a position to purchase separate hosting. As a temporary measure, the system runs on the school website’s shared hosting. This can occasionally cause issues outside our developer’s control, such as:

• cached or outdated information appearing temporarily;
• slower loading at busy times;
• occasional downtime or delays.

If information ever looks incorrect, for example details that do not look like your own, an outdated result, or a page that will not load properly, please do not rely on it. Contact the school office and we will confirm the correct, verified information for you.

8Your privacy and security

To protect your child’s information, hall tickets and results are only shown after the correct Index Number, the registered email address and a valid OTP have been entered. Please never share your OTP with anyone. School staff will never ask you for it.

9Need help?

Please contact the school office and include your child’s full name, Index Number and registered email address. A screenshot of any message you see is very helpful.

10Our commitment

We are working with our developer to keep improving the system and to move it to its own dedicated server, which will resolve hosting-related issues permanently. As a charity, every improvement is made carefully and within the resources available to us. Thank you for your patience, understanding and continued support of West London Tamil School.

West London Tamil School AdministrationSystem developed and maintained by Gobikrishna D, TechBytz · Last updated: October 2026