NCGS site-registration questions
The form by which a site joins a project and becomes a case.
What it captures
- Produces: Site registration, Site, Programme allocation, Agent role, Agreement record, Evidence item, Site state
Questions
Site registration
- Record the details of the new site. (required)
- The site joining the project: its name, point, type, place and agreement status.
- Help: Recorded once, here. Later visits pick the site from the site list and never type it again.
- Which project does the site join? (required)
- The project the site joins.
- Help: Whether trees are planted at the site or only handed over is decided later, after the site assessment.
- Site case identifier (filled automatically) (required)
- The number used to pick the site from the site list.
- Help: Filled in automatically.
- Who registered this site? (filled from your login) (required)
- The enrolled person who registered the site, with their role.
- Help: Filled in from your login and enrolment.
- On what date was the site registered? (required)
- The day the site was registered.
- Help: Today, unless you are entering a paper record.
- Was the landowner asked to agree to the trees during registration?
- The first agreement step at registration, if any: usually the request, sometimes the signature.
- Help: If the landowner was asked, signed or declined during registration, record it here. Leave it empty if nobody has been asked yet.
- Record the land cover if it is already clear at registration.
- The site’s land cover and intactness, when they are obvious at registration; otherwise left for the site assessment (#130).
- Help: Complete the land-cover and intactness fields together only when you can identify them confidently, for example on a mown field. Otherwise leave this section for the site assessment.
Site
- What is the site called? (required)
- The site’s name. It is a label only, not how the site is identified.
- Help: The name people use for the place, such as the school or farm name. Not a person’s name.
- What is the latitude of the site’s point? (required)
- Latitude of the site’s point at the gate or the middle of the site.
- Help: Stand at the gate or in the middle of the site and capture the point. Decimal degrees; south is negative.
- What is the longitude of the site’s point? (required)
- Longitude of the site’s point at the gate or the middle of the site.
- Help: Captured with the latitude. Decimal degrees.
- How accurate is the site’s point? (m)
- How far the true point may lie from the recorded one, in metres.
- Help: Use the accuracy the phone shows. If it is more than 5 m, wait and capture again.
- Walk the site boundary (optional).
- The outline of the site, if walked.
- Help: Only if the site is small and there is time; otherwise leave it empty.
- What kind of place is the site? (required)
- The kind of place the site is.
- Help: Smallholder farm and district office are the delivery sites.
- Choices: NCGS Site Types: School, Clinic or public facility, Community open space, Place of worship, Early childhood development centre, Smallholder farm, District office, Household stand, Verge or industrial ground
- In which town or place is the site? (required)
- The Stats SA census place the site lies in.
- Help: Pick the Stats SA census place from the list. The municipality, district and province follow from it.
- Which programme phase is the site in, and how many trees are planned?
- Which programme version this site falls under and how many trees it is indicatively allocated.
- Help: Take both from the implementation plan; ask a supervisor if you do not have it.
- Who are the people at the site?
- The people and organisations at the site, each with their role.
- Help: Add the site manager (such as the principal or clinic manager) and the person who will look after the trees: water, mulch, check guards and stakes, and report problems. Pick each from the people register and give their role. Names and phone numbers stay in the people register.
- Which nurseries near the site did you visit?
- A nursery visited near the site.
- Help: One nursery per entry.
Programme allocation
- Which programme phase does this site belong to? (required)
- The programme phase, from the NCGS programme list.
- Help: Pick it from the programme list, for example an initiative’s 2026 planting season.
- About how many trees does the plan give this site? (required)
- The planned number of trees for this site, before the implementation plan fixes it.
- Help: The planned number for now; the implementation plan fixes the final number.
Agent role
- Which person or organisation? (required)
- The person’s or organisation’s entry in the people register, never a name.
- Help: Pick them from the people register. Never type a name.
- What is their role? (required)
- The capacity in which this agent acts at the site.
- Help: Steward: looks after trees on someone else’s property. Owner: looks after trees on their own property.
- Choices: NCGS Stakeholder Roles: Landowner, Site manager, Steward, Owner, Nursery, Government department, Municipality, Funder, Implementing partner, Monitoring, reporting and verification partner, Standards body, Learner, Fieldworker, Supervisor, Reviewer, Office analyst
Agreement record
- Which site is this about? (required)
- The site the act is about.
- Help: Pick it from the site list.
- What happened with the landowner’s agreement to host trees? (required)
- What happened with the site’s agreement.
- Help: Agreed verbally: the landowner, site manager or owner agreed by word only, with nothing signed or recorded. Signed: on paper, on screen, or as a recorded consent. Access refused or allowed again: the landowner stops or starts taking part without a formal notice. Formal withdrawal or reinstatement: a notice under the agreement. Care not done is not recorded here; use the stewardship or monitoring form.
- Choices: NCGS Agreement Acts: Request made, Agreed verbally, Agreement signed, Declined, Access denied, Access restored, Formal withdrawal, Formal reinstatement
- Who made this observation? (filled automatically) (required)
- The person who recorded this.
- Help: Filled in from your login.
- In which role did you make this observation? (required)
- The observer’s role.
- Help: Filled in from your enrolment.
- Choices: NCGS Observer Roles: Fieldworker, Supervisor
- When did you observe this agreement act? (required)
- The status this leads to holds from this moment.
- Help: Enter the date and time of the observation. For a signed agreement or formal notice, use when you received it; record its signing date separately.
- How was this information first recorded? (required)
- How the record was captured.
- Help: Choose the original capture method. If you are now entering a paper form, choose paper rather than the app used to transcribe it.
- Choices: NCGS Capture Channels: Dedicated app, WhatsApp flow, Paper, transcribed
- What did you observe or hear about the landowner agreement?
- A short account of a request, a verbal agreement, a refusal, or access refused or allowed again. Names no person.
- Help: Who was asked (by role), what they answered, or how access was refused. Needed whenever there is no document. Do not write names. For a verbal agreement: what was agreed and how, by role. Never write a name.
- Who agreed verbally? (required)
- For a verbal agreement: who agreed, with their role: landowner, site manager or owner.
- Help: Pick them from the people register and give their role: landowner, site manager or owner. Never type a name.
- Did anyone else hear the agreement? (optional)
- For a verbal agreement, optional: someone who heard it, with their role.
- Help: If so, pick them from the people register with their role. Never type a name.
- Add the signed agreement or formal agreement notice. (required)
- The document behind a formal act: the signed agreement, or the notice of withdrawal or reinstatement.
- Help: For a signature, a withdrawal or a reinstatement: photograph the signed paper agreement or the notice. This form cannot capture an on-screen signature or a recorded consent yet.
- Did you record the conversation in which they agreed? (optional)
- For a verbal agreement, optional: a sound recording of the conversation in which they agreed.
- Help: Only with their permission: ask before you record. A voice is personal data; the recording is kept in the evidence store, never in the ledger. The agreement stays verbal.
Evidence item
- Which document is this? (required)
- The signed site agreement, photographed, signed on screen or as a recorded consent, or a formal notice under it.
- Help: Site agreement: a signed paper agreement, photographed. Notice: for a withdrawal or reinstatement. On-screen signature and recorded consent: this form cannot capture either yet, so have the paper agreement signed, photograph it and choose Site agreement.
- Choices: NCGS Evidence Types: Site agreement, On-screen signature, Recorded consent, Agreement notice
- Scan the QR sticker you put on the document.
- The UUID on the QR sticker put on the document, so the office’s later scan can be linked to this photo.
- Help: Stick a new QR sticker on its first page before you photograph it. The office scans the whole document later.
- Take a photo of the signed paper agreement or notice. (required)
- The photo of the document’s first page, the on-screen signature or the consent recording, kept by its content address.
- Help: Photograph its first page with the QR sticker showing. An on-screen signature or a recorded consent cannot be captured in this form yet: use the paper agreement and photograph it.
- On what date was it signed or recorded? (required)
- The day it was signed or recorded.
- Help: As written on the document.
- Who signed the document? (required)
- Who signed, with their role: landowner, site manager or owner.
- Help: Pick them from the people register and give their role. A household’s holder signs as owner; a principal or clinic manager signs as site manager. One signature is enough. Never type a name.
- Did they sign on behalf of the landowner? (optional)
- Optional: the landowner on whose behalf a site manager signed.
- Help: For example a principal signing for the department that owns the school. Pick the landowner from the people register. Leave empty if they signed in their own right.
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- Optional: a photo of the letter that authorises the signatory to sign for the landowner.
- Help: Only if there is one, such as a delegation letter. Not required.
Evidence item
- What does this photo or document show? (required)
- What this photo or document is. Each form’s own rules say which types it needs.
- Help: Pick one for each file you add.
- Choices: NCGS Evidence Types: Site photograph, Tree photograph, Ground-cover photograph, Stock photograph, Nursery delivery note, Recipient acknowledgement, Attendance register, Site agreement, On-screen signature, Recorded consent, Agreement notice, Interview notes, Report, Ledger export
- Scan the QR sticker you put on the document.
- The UUID on the QR sticker put on a paper document, so the office’s later scan can be linked to this photo.
- Help: Only for a document: stick a new QR sticker on its first page before you photograph it. The office scans the whole document later.
- Take the photo. (required)
- The photo, kept by its content address.
- Help: Use the camera. For a document, photograph its first page with its QR sticker showing.
- Photo latitude (from the photo)
- Latitude of the place the photograph was taken, as recorded with it.
- Help: Filled in from the location you capture after the photo.
- Photo longitude (from the photo)
- Longitude of the place the photograph was taken, as recorded with it.
- Help: Filled in from the location you capture after the photo.
Evidence item
- What this item is: a recording of a verbal agreement (fixed by the form). (required)
- What this item is: verbal-agreement-recording, fixed by the instrument.
- Help: The form fixes this; nothing to answer.
- Choices: NCGS Evidence Types: Verbal agreement recording
- Make the recording. (required)
- The recording, kept by its content address.
- Help: Ask first, then record the person saying they agree.
Site state
- What covers the ground where trees would go?
- What covers the ground where trees would go.
- Help: Managed grass is a mown field or lawn. Built-up is paving or buildings.
- Choices: NCGS Land Cover: Built-up, Degraded or disturbed, Cropland, Managed grass or lawn, Indigenous grassland, Wetland, Riparian, Existing woodland, Bare soil
- What state is that ground cover in?
- With the land cover: how close the cover is to its natural state.
- Help: Transformed: replaced by another land use, as on a school ground. Leave both empty if you are unsure.
- Choices: NCGS Intactness: Intact, Degraded, Transformed