The Admin Year-End process (roll-over) must be completed by every school to create records for learners and staff for the following year. Start this process only after final marks have been entered, unless you are using the Timetabler program to set up next year's timetable — in that case, Phase 1 must be completed first before starting the Timetable setup.

To access all the icons, the Superuser must grant View-and-Change rights to programme rights 1.1, 1.2, 1.3, 2.1, 2.2, 4.1, 4.2, 4.3 at My School > Staff > Staff > Staff and then edit the specific staff members who will be working on this.

Phase 1

Phase 1 allows subjects to be assigned to learners in the next year. Complete the following steps in order:

Waitlist Admissions

My School > Learners > Learner Year-end > Waitlist Admissions
Admit or decline learners on the waitlists per grade.

Re-registrations

My School > Learners > Learner Year-end > Re-registrations
Indicate current learners who will re-register or leave at the end of the year. If re-registration forms must be handed in, you can flag outstanding forms here.

Promotions

If not using Promotion Formulas:
My School > Learners > Promotions

1. Click the blue arrow next to a class.

2. Click Continue to promote learners manually.

3. Repeat for each class.

For Timetabler purposes: When all learners are loaded in the Timetabler and you have verified the data is complete, reset each grade to Use calculated decision for all so learners are promoted according to their final marks. Promotion Formulas for the current year must be set up for this to work.

Class Grouping

My School > Learners > Class grouping
Class allocations can only be done after re-registrations and promotions for all grades are complete. The system will warn you if previous steps are outstanding. Indicate the number of classes needed and the method to allocate learners.

Class Setup

My School > Staff > Class setup
Set up venues (classroom numbers) for the next year and assign register class names (e.g. “A”) and educators to each register class.

Terms

My School > General > Terms
Create terms for the next year by copying the current year's terms, then edit the dates accordingly.

Copy Learning Programs

My School > Curriculum > Year-End Preparations > Copy Learning Programs
Copy the learning program (Steps 1–6) for the selected grade to the same grade in the next year. Items that can be copied include subjects, tasks/LOs, assessments, formulas, subject group names, marks capturing rights, learner subject choices, and decision methods.

Subject Choices

My School > Curriculum > Year-End Preparations > Subject Choices

Allocate subjects to new learners and to Grade 10 learners for the next year.

Subjects (Staff)

My School > Staff > Staff > Subject
Allocate the subjects each teacher will teach in the next year. Subject experience (second tab) must also be indicated for SA-SAMS purposes.

All these functions are also grouped in the correct order at My School > Curriculum > Timetable Setup.

Phase 2 — Final roll-over

This is the final phase to complete the roll-over to the next year.

• Warning: After completing Phase 2, some reports and other information for the previous year will no longer be available.

• Warning: Export and save your final SA-SAMS database before finalising Phase 2. The final (not Term 4) SA-SAMS submission cannot be exported after this.

• The Final Admin Year-End process consists of three steps that can be completed over time.

1. Step 1: Do not complete this step until Term 4 reports are finished and your final SA-SAMS submission is done. After Step 1, you cannot return to repeat the final SA-SAMS submission. Transfer cards are generated during this step and can be distributed with report cards before school closes.

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

3. Step 3: New admission numbers are allocated to accepted waitlist learners. Recommended to complete this in the New Year before the tenth school day, when learner numbers are verified for invoicing.

Frequently asked questions

When should I start the Admin Year-End process?

Only after all final marks have been entered. If the Timetabler is being used for the following year, Phase 1 must be done first before Timetable setup can begin.

Can I go back to the previous year after Phase 2?

No. After Phase 2 is completed, certain reports and information for the previous year are no longer accessible. Ensure all final SA-SAMS submissions and reports are complete before starting Phase 2.

When must Step 3 of Phase 2 be done?

Complete Step 3 in the New Year before the tenth school day, as this is when the school's learner numbers are determined for monthly invoicing.