School Registration Policy

In short. This governs the school registration application — from the form you fill in to our decision. Applying is free.

This policy governs the process by which a school applies to join SchoolPort, from the public application form through review to our decision. It applies to whoever submits the application (“the applicant”) — typically a principal, proprietor, or authorised administrator of the school. By submitting an application you confirm that you are authorised to act for the school and that the information you provide is accurate.

Any recognised school operating in Liberia may apply. Submitting an application is free of charge; platform fees, if any, are agreed separately with approved schools before service begins.

In short. Create a mySchoolPort account → complete and sign SP-F 100–103 → CLEAR team review → campus visit by a CLEAR representative → CLEAR team decision (your school is registered) → onboarding: agreements, administrators, setup and go-live checks → activation.

1. A mySchoolPort account

You apply from a mySchoolPort account, so decisions and requests reach a mailbox you control and you can follow the application at any time.

2. The SP-F forms

You complete and sign the four school registration forms, SP-F 100 to 103, with the school and contact details listed in section 4 and the proof of registration the forms ask for. On submission you receive a reference code.

3. CLEAR review

The CLEAR team for the school’s region reviews each form. A form with a problem is returned to you to correct, sign again and send back; the other forms stay as you submitted them. The CLEAR team may also reject the application.

4. Campus visit

Once all four forms are accepted, a CLEAR representative for the school’s district visits the campus. They check the registration documents against the originals, confirm the applicant’s identity, and report back to the CLEAR team.

5. Decision

After the visit the CLEAR team approves or rejects the application. Approval creates the school on SchoolPort with its school code and its permanent control number; the school then moves to activation (section 3). If rejected, you are notified with the reason at the contact email.

There is no fixed decision timeline — review depends on how quickly the school’s existence and the applicant’s authority can be verified — but you can check progress at any time in mySchoolPort.

In short. Approval registers the school, but it is not live yet. Onboarding continues — agreements, administrators, setup and the go-live checks — and the school is activated at the end.

Approval of the application creates your school on SchoolPort in a registered state, with its school code and control number — it is not yet usable. Onboarding continues, and activation is its final step:

1. Onboarding

Your authorized signatories sign the SchoolPort agreements, you name your school administrators, the school is set up and its setup invoice settled, and the school tests the system. A CLEAR representative then confirms the school is ready to go live.

2. Activation

When every onboarding step is complete, SchoolPort activates the school. Activation adds it to the official count of schools, starts its billing and opens its portal to staff, students and parents.

Until activation, no student or parent data is entered. An activated school whose activation is later revoked can be reinstated only by the national office.

In short. School identity and address, principal and contact details, optional documents and notes, plus the technical data that keeps the form safe. Each item has a stated purpose.

About the school: official name, type and ownership, county, district, and address — to identify the school, place it in the correct administrative region for review, and detect duplicate registrations.

About people: the principal’s name and the applicant’s contact email and phone number(s) — to verify who is applying, communicate about the application, and set up the first administrator account if approved.

Supporting material: any documents and notes you choose to attach — to verify the school’s existence and recognition. Attach only what is relevant; do not include student records or other people’s personal data.

Technical data: your IP address (used for rate limiting and abuse prevention), the result of the Cloudflare Turnstile anti-bot check, the email verification code exchange, and a record of your acceptance of this policy with its version and time — to keep the public form safe from abuse and to be able to show what was agreed.

This data is used only to process and decide the application, and is handled under our Privacy Policy. It is not used for marketing and is never sold.

In short. Every application is examined by CLEAR, SchoolPort’s official verification team, in two stages. Automated checks only flag — they never decide.

Every application is reviewed by people: CLEAR (Credential Ledger for Educational Authentication & Review), SchoolPort’s official verification team, examines each application in two stages — an initial review followed by a final decision. Automated checks — such as similar-name and same-address detection against existing schools and applications — only flag an application for closer human attention; they never approve or deny anything by themselves.

As part of review we may contact you for clarification, ask for documents, and verify details with relevant authorities such as the Ministry of Education, or through other reasonable means. Responding promptly to an information request keeps your application moving; an application left unanswered for an extended period may be closed.

In short. SchoolPort is under no obligation to accept any application. Submitting one creates no contract and no right to the service.

SchoolPort is a private platform, and acceptance of a school is at our sole discretion. Submitting an application does not create a contract, an entitlement to the service, or any obligation on SchoolPort to approve, to give reasons beyond the notification we send, or to enter into correspondence about a decision. A school joins SchoolPort only when we approve the application and the school agreement is in place.

In short. Common reasons: unverifiable school or applicant, incomplete or false information, duplicates, missing recognition, past misuse, or capacity limits. This list is not exhaustive.

Applications are commonly denied for reasons including:

• We cannot verify the school exists or operates as described, or cannot verify the applicant’s authority to act for it.
• Incomplete, inaccurate, or false information — misrepresentation in an application is grounds for denial on its own, for removal later if discovered after approval, and knowingly providing fraudulent information may expose the applicant to legal action under the laws of the Republic of Liberia.
• Duplicate registration — the school is already on SchoolPort, or another application for the same school is in progress.
• Missing recognition or documentation — for example, requested Ministry of Education permits or recognition were not provided.
• Safety and integrity concerns — including prior misuse of SchoolPort, attempted fraud, or abuse of the application process.
• Operational limits — we may pause or limit onboarding in a region or period for capacity reasons.

This list is illustrative, not exhaustive — section 6 applies to every decision. A denial applies to the application, not permanently to the school: unless we tell you otherwise, you may reapply once the reason for denial is resolved.

In short. Approved: the data becomes the school’s record. Denied or withdrawn: kept 24 months as the record of the decision, then deleted.

If the application is approved, the information becomes part of the school’s record on SchoolPort, governed from then on by the school agreement and our Privacy Policy.

If the application is denied, withdrawn, or abandoned, we retain the application — including the decision and its reason — for 24 months as the record of the decision and to detect repeat or fraudulent applications, and then delete it. Email verification codes expire within minutes of issue, and application activity appears in our administrative audit logs under their own retention rules.

In short. Encrypted in transit and at rest, bot-checked, rate-limited, email-verified, access-restricted, and every decision audit-logged.

The application form and everything it collects are protected by the same controls as the rest of SchoolPort: encryption in transit (TLS) and at rest, the Cloudflare Turnstile anti-bot check, per-address rate limiting, and mandatory email verification. Submitted applications are visible only to the SchoolPort administrators responsible for review — access is enforced at the database layer — and every review action and decision is recorded in an audit log. Supporting documents are stored in restricted storage, not on the public internet.

In short. The school signs the school agreement, becomes the controller of its records, and its staff, students, and parents use SchoolPort under the Terms of Service.

Approval creates the school on SchoolPort and starts onboarding: the school enters into the school agreement (including data-processing terms that make the school the controller of its official records), the first administrator account is issued, and use of the platform by the school’s staff, students, and parents is governed by our Terms of Service, Privacy Policy, and Child Safety Standards. Approval may be withdrawn if it was obtained through misrepresentation.

In short. Liberian law governs. Material changes are posted here with a new version date. Questions: support@schoolportsis.com.

This policy is governed by the laws of the Republic of Liberia. We may update it; material changes are posted here with a new version date, and each application records the version accepted at submission. Questions about an application or this policy: support@schoolportsis.com — include your reference code if you have one.