The Admin Year-end process (roll-over) must be completed by every school to create learner and staff records for the following year. Start this process only after final marks have been entered and verified in d6+. If you are using the Timetabler programme, the Year-end Preparations must be completed before you can begin Timetable setup for the following year.

My School > System  >  Curriculum >  Year-end Preparation

Before you begin

• Admin and Curriculum system tasks must be fairly complete.

• Check marks that should be moderated and final decisions that should have been condoned, especially for progressed (PG) learners exported to SA-SAMS.

• Only three year-end promotion codes are permitted: P (Promoted), NP (Not Promoted), and PG (Progressed).

• Year-end report cards should be printed and/or emailed before starting the roll-over.

• Export the finalised SA-SAMS database and the final Valistractor submission. Submit Valistractor directly to DDD — do not deploy in SA-SAMS.

• Ensure you have an off-site and secure backup of all final databases.

Phase 1 — Preparations

Complete the following steps in order. All are accessible from My School > System  >  Curriculum > Year-end Preparation.

1. Waitlist Admissions (My School > System  >  Curriculum >  Year end Preparation:  Waitlist Admissions) — Admit or decline learners on the waitlists per grade.

2. Re-registrations  — Indicate which current learners will re-register or leave the following year.

3. Promotions  — Promote learners to the next grade. Start at the highest grade and work downward. For Timetabling purposes, promote all learners first, then reset final decisions after data is imported into Timetabler.

4. Class Grouping  — Available only after re-registrations and promotions for all grades are complete. Indicate the number of classes needed and the method to allocate learners.

5. Class Setup  — Set up venues and allocate register class names and educators per class. Note: new classroom allocations will not display on d6 Connect until the Final Admin Year-end is completed.

6. Terms  — Create terms for the next year by copying the current year’s terms. Staff should have one term running 1 Jan–31 Dec to allow absence entries during school holidays.

7. Copy Learning Programmes — Copies the curriculum structure, subject choices, assessments, and formulas from the current year to the next.

8. Subject Choices  — Allocate subjects to new learners and new subject choices to Grade 10 learners.

9. Subjects  — Allocate subjects taught in the next year per teacher.
   

If you cannot see all 9 buttons, ask your Superuser to grant View-and-Change rights to sections 1.1, 1.2, 1.3, 2.1, 2.2, 4.1, 4.2, and 4.3.

Phase 2 — Finalise the roll-over

This is the final phase. After completing it, some reports and information from the current year will no longer be available. Export and save your finalised SA-SAMS and Valistractor databases before proceeding.

• Step 1: Complete only after Term 4 reports are done and all SA-SAMS and Valistractor submissions have been made. Once done, you cannot return to the previous year. This step may be completed before the school closes if transfer cards must be distributed with report cards.

• Step 2: The system automatically promotes learners according to their marks. Must be completed before the end of the year.

• Step 3: Allocates final admission numbers to accepted waitlist learners, replacing temporary T-numbers. Complete this step in the new year before the tenth school day when learner numbers are verified for invoicing purposes.

Frequently asked questions

Can I start the year-end process before final marks are entered?

You can complete Phase 1 (Preparations) before final marks are entered, particularly if you need to set up the Timetabler for the next year. However, Phase 2 (Finalise) must only be started after all final marks are entered, verified, and all SA-SAMS and Valistractor submissions are complete.

What happens if I complete Step 1 of the final roll-over by mistake?

You will not be able to return to the previous year to redo the final submission. Restoring back to the previous year will incur a substantial cost. Contact your dedicated CS consultant immediately by logging a ticket at My Home > Send an email request, or emailing support@d6plus.co.za.

Why can't I see all 9 buttons in Year-end Preparation?

You require View-and-Change rights to sections 1.1, 1.2, 1.3, 2.1, 2.2, 4.1, 4.2, and 4.3. Ask your Superuser to grant these rights before continuing with the year-end process.

When should Step 3 of the final roll-over be completed?

Step 3 should be completed in the new year, before the tenth school day. This is when learner numbers are verified for invoicing purposes. Completing it too late may affect your school's billing.