Securing a spot in a higher education institution requires more than just good grades.
Check Your Personalized Funding Options
It requires a high level of administrative discipline.
For thousands of learners, the Central Applications Office (CAO) is the primary tool used to manage this process.
Knowing how to use the CAO status check effectively can be the difference between starting your degree or missing out on a placement.
What is the CAO and Who Is It For?
The CAO is a non-profit organization that processes applications for universities and colleges.
While many people think it is a national system for all of South Africa, it is actually regional.
It handles applications specifically for institutions located in the KwaZulu-Natal province.
If you want to study at a university in Johannesburg, Cape Town, or Pretoria, you generally apply to those schools directly.
However, for any school in Durban, Pietermaritzburg, or Zululand, the CAO is your central point of contact.
Why You Must Check Your Status Regularly
Your application is not a “set and forget” task.
The admissions process is fluid and changes as new data becomes available.
Universities receive thousands of sets of results during the matric release period.
A status that says “Pending” in December could change to “Firm Offer” in January.
If you do not see this change, you might miss the deadline to accept your spot.
Regular monitoring ensures you are ready to take action the moment a university makes a move.
Step-by-Step Instructions: How to Check Your Status
The online portal is designed to be the fastest way to get an update.
You should have your identification details ready before you start.
1. Access the Portal
Go to the official website at www.cao.ac.za.
Avoid clicking on links from social media posts that look suspicious.
Always type the address directly into your browser to keep your data safe.
2. The Search Tool
On the main menu, you will see an option for “Check My Application.”
This tool does not require a complex login or a password.
You simply need to provide one of three pieces of information.
You can use your unique CAO number, which was assigned when you first applied.
Alternatively, use your South African ID number or your passport number.
3. Reviewing the Results
Once you enter your details, the system will show a list of your course choices.
Each choice will have a specific status assigned to it.
You should look at every single entry, as different universities work at different speeds.
Common Status Codes Explained
The phrases used on the portal can sometimes be confusing for first-time users.
Here is a breakdown of what the most common messages mean for your future.
Waiting for a Decision
This is the neutral starting point for most applicants.
It means the university has your documents and they are in the queue for review.
During peak times, this status might stay the same for several weeks.
Awaiting Results
This code is specific to students who are currently in Grade 12.
The university is waiting for the Department of Basic Education to release your final marks.
Once the results are out in January, this status will update automatically.
Conditional Offer
This is an invitation to join the university, but it has strings attached.
The school is saying they want you, but only if your final marks stay high.
You must click “Accept” on the portal to show you are still interested.
Firm Offer
This is the final goal of the CAO status check.
It means you have a guaranteed spot in the programme.
The next step after this is usually paying a registration deposit to the school.
Programme Full
This is a signal to look at your other options.
It means the department has filled every seat for the year.
Even if you meet the requirements, you cannot be admitted to a full course.
How to Handle a Lost CAO Number
If you cannot log in because you lost your number, there are several recovery steps.
First, check the SMS messages on your phone from the date you applied.
The CAO sends an automated text with your number the moment you pay your fee.
Second, search your email for “CAO” or “Acknowledgement Letter.”
This letter contains your 8-digit number and a summary of your choices.
If these fail, use the “Forgot Details” button on the website.
You will need to provide your ID number, and the system will resend your details.
Managing Documents and Uploads
A “Documents Outstanding” status is a common hurdle.
This happens when the university cannot verify your identity or your grades.
Certification is Key
All documents you upload must be certified by a Commissioner of Oaths.
You can do this at any police station or post office for free.
The stamp should not be older than three months.
The Upload Process
Use the “Upload My Documents” link on the CAO homepage.
Make sure your files are small enough to upload but clear enough to read.
A blurry photo of a document will lead to your application being rejected.
Fees and Financial Considerations for 2026
The CAO requires an administration fee to process your data.
For the 2026 cycle, an on-time application costs R250.
If you apply after the specific course deadlines, the fee increases to R470.
International students pay a flat rate of R300.
Remember that this fee is non-refundable, even if you are not accepted.
Changing Your Mind
Many students realize halfway through the year that they want to study something else.
The Change of Mind (COM) feature allows you to update your list of choices.
This costs R140 per submission.
Once you pay, the system opens your profile so you can add new courses or re-rank them.
Always check the “Available Programmes” list before doing a COM to ensure the new course isn’t already full.
Contact Information for Support
If you hit a technical snag, you can contact the support team.
- Call Centre: 031 268 4444
- Share Call: 0860 860 226
- Email: enqgeneralcao@cao.ac.za
The physical office is located in Durban at the Mary Thiphe Street entrance of UKZN.
However, they prefer that students handle all queries through the online portal or email.
Summary of the Application Journey
| Phase | Action |
| Initial Phase | Submit application and pay the R250 fee. |
| Waiting Phase | Perform a CAO status check every two weeks. |
| Result Phase | Upload final Matric results in January. |
| Final Phase | Accept a “Firm Offer” and begin university registration. |
Monitoring your application is a personal responsibility.
The CAO provides the platform, but you must provide the initiative.
By staying informed, you ensure that your hard work in school results in a seat at a top institution.