The Admin Year-end process (roll-over) must be completed by every school to create the following year's records for learners and staff in d6+. Complete the process preferably after final marks have been captured — unless you are using the Timetabling programme to build the following year's timetable. In that case, Phase 1 must be completed first so that the timetable can be built.

My School > Curriculum > Year-end Preparation

• Rights required: Ask the Superuser for View-and-Edit rights to buttons 1.1, 1.2, 1.3, 2.1, 2.2, 4.1, 4.2 and 4.3.

Phase 1 — Steps in order

Phase 1 can also be completed early so that subjects can be captured for next year's learners. Complete the steps in this order:

1. Terms — My School > Curriculum > Year-end Preparation: Terms
   Copy the current terms to the next year and edit the dates to the correct term dates.

2. Waiting List Admissions — My School > Learners > Waiting List Admissions
   Indicate per grade which learners are admitted or declined.

3. Re-registrations — My School > Curriculum > Year-end Preparation: Re-registration
   Indicate which learners are re-registering for next year and which are leaving the school. If the re-registration form must be returned, this can be indicated in the corresponding column.

4. Promotions — My School > Curriculum > Year-end Preparation: Promotions
   Without promotion formulas: Click the blue eye icon next to a class, manually promote learners by clicking Continue, and repeat for each class.
   With promotion formulas: My School > Curriculum > Final Results, select the grade, and click Promote all.
   If you completed Phase 1 early for timetabling, reset each grade to Use calculated result for all once the timetable data is complete.

5. Class allocation — My School > Curriculum > Year-end Preparation: Class allocation
   Only available after re-registrations and promotions for all grades are complete. Indicate how many classes are required and how learners should be allocated.

6. Class setup — My School > Curriculum > Year-end Preparation: Class setup
   Assign venues (classroom numbers), register class names (e.g. “A”) and teachers to register classes.

7. Copy Learning Programmes — My School > Curriculum > Year-end Preparation: Copy Learning Programmes
   The learning programme (Steps 1–6) for each grade is copied to the same grade in the next year. The following items can be carried over: subjects, learning outcomes/tasks/skills, assessments, formulas, subject groups, mark capture rights for subject groups, learner subject choices, and result methods.

8. Subject choices — My School > Curriculum > Year-end Preparation: Subject choices
   Allocate subjects for new learners, Grade 1, Grade 8 and Grade 10 learners for the next year.

9. Subjects — My School > Curriculum > Year-end Preparation: Subjects
   Indicate which subjects each teacher will offer next year. Subject experience on the second tab must also be indicated for SA-SAMS purposes.

Frequently asked questions

Why is the Class allocation button inactive?

Class allocation is only available after re-registrations and promotions for all grades have been completed. The system will warn you if any previous steps have not yet been finalised.