The Admin Year-end process ('rollover') must be completed by all schools to create profiles for learners and staff for the following year. Begin this process only after all final marks have been captured, unless the Timetable programme is being used for next year's timetables — in that case, Phase 1 must be completed before timetable setup can proceed.

Phase 1

Waiting List Admissions

My School > Learners > Year-end > Waiting List Admissions
Learners can be admitted or declined per grade.

Re-registrations

My School > Learners > Year-end > Re-registrations

1. Indicate whether current learners are re-registering or will be leaving the school at the end of the year.

2. If re-registration forms need to be submitted, outstanding forms can be flagged.

Promotions

If Promotion Formulae are NOT used:
My School > Learners > Promotions

1. Click the blue arrow next to a class reference.

2. Click Continue to promote learners manually.

3. Repeat for each class.

If Promotion Formulae are used:
My School > Curriculum > Final Results

1. Select the grade.

2. Click Promote all.

Class Allocation

My School > Learners > Class Allocation
Class allocation can only be done after re-registrations and promotions for all grades are complete. Indicate how many classes are needed for the following year and how learners should be allocated.

Class Setup

My School > Staff > Staff > Class Setup
Set up rooms (classroom numbers) for the following year, and assign register class names (e.g. "A") and teachers to the register classes.

Terms

My School > General > Annual Calendar > Terms
Create new terms for the following year by copying the current terms. Edit the dates to reflect the correct terms for next year.

Copy Learning Programmes

My School > Curriculum > Curriculum Setup > Copy Learning Programmes
The learning programme (Steps 1–6) for the selected grade is copied to the same grade in the following year. The following items can be transferred: subjects, learning outcomes/tasks/skills, assessments, formulas, subject groups, mark capture rights, learner subject choices, and result methods.

Subject Choices

My School > Curriculum > Learner Subjects > Subject Choices
Allocate subjects for new learners and for Grade 10 learners for the following year.

Subjects (Staff)

My School > Staff > Subjects
Indicate which subjects each teacher will offer next year. Subject experience (second tab) must also be indicated for SA-SAMS purposes.

Phase 2 — Final rollover

Phase 2 is the final phase to complete the rollover to the following year.

• Warning: Once Phase 2 is complete, certain reports and information from the previous year will no longer be available.

• Warning: Ensure the final SA-SAMS database has been exported and saved before finalising Phase 2. The final (not Term 4) SA-SAMS submission will not be possible afterwards.

1. Step 1: Do not complete this step until Term 4 schedules are done and the final SA-SAMS submission has been made. Transfer cards are generated during this step and can be distributed before school closes.

2. Step 2: Learners are promoted according to their final marks. This step must be completed before the end of the year.

3. Step 3: New admission numbers are assigned to accepted waiting list learners. It is recommended to do this step in the New Year before the tenth school day, when the school's learner numbers for the monthly account are determined.

Frequently asked questions

When should I start the Admin Year-end process?

Begin only after all final marks have been captured. If the Timetable programme is being used for next year's timetables, Phase 1 must be completed before timetable setup can begin.

Can I return to the previous year after Phase 2?

No. Once Phase 2 is complete, certain reports and information from the previous year are no longer available. Ensure all final SA-SAMS submissions and reports are done before Phase 2.

When should Step 3 of Phase 2 be done?

Step 3 is recommended to be done in the New Year, before the tenth school day. On that date the school's learner numbers are determined for the monthly account.