The Admin Year-end process (roll-over) has to be completed by every school to create records for the learners and staff for next year.
It is advisable to start this process ONLY after final marks have been entered. Unless you are making use of the Timetabler program to set up your Timetable for next year. Then PHASE 1 will have to be completed before you will be able to start with the setup.
Phase 1 should be completed to allow subjects to be assigned to learners in next year. Complete the process in the following order:
To access all the icons at My School > Curriculum > Timetable Setup
ask the Superuser to give View-and-Change rights to
1.1 1.2 1.3 2.1 2.2 4.1 4.2 4.3
My School > Learners > Waitlist Admissions
Admit or decline learners on the waitlists per grade.
My School > Learners > Re-registrations
Indicate current learners that will re-register or leave the following year. If your school requires the re-registration form to be handed in, you can indicate where forms are outstanding.
If you are not making use of Promotion Formulas:
If you are completing the first phase of the Admin Year-end for Timetabling purposes:
When all learners are done in Timetabler, and you verified that the data is complete, reset each grade to “Use calculated decision for all” to ensure that learners are promoted into the correct grades according to their final marks. The Promotion formulas for the current year have to be set up to complete this action. This will ensure all learners in the current year will be promoted with calculated results.
My School > Learners > Class grouping
My School > Staff > Class setup
My School > General > Terms
COPY LEARNING PROGRAMS
My School > Curriculum > Copy Learning Programs
My School > Curriculum > Subject Choices
My School > Staff > Subject
All these buttons are also grouped together in the correct order at
To access all these icons, ask the Superuser to give View-and-Change rights to 1.1 1.2 1.3 2.1 2.2 4.1 4.2 4.3
This is the final phase to complete the roll-over to next year. After completing this phase, some reports and other information in 2019 will no longer be available. Be sure to export and save your final SA-SAMS database for future use before finalising Phase 2. The final (not Term 4) SA-SAMS submission will not be able to export anymore.
Final Admin Year End process:
Note: The Final Admin year-end process consists of three steps. You can complete the year-end process over time. The following screens will display to assist you in the process.