The Admin Year-End process (roll-over) must be completed by every school to create learner and staff records for the following year. It has two phases: Phase 1 prepares next year, and Phase 2 finalises the roll-over. If you use Timetabler, Phase 1 must be completed before you can begin next year's timetable setup.

My School > Curriculum > Year-End Preparation

What must be done before I begin?

• System tasks: Admin and Curriculum system tasks must be mostly complete.

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

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

• Report cards: Print and/or email year-end report cards before starting the roll-over.

• Databases: Export the finalised SA-SAMS (Final District) database and the final Valistractor submission. Submit Valistractor directly to DDD; do not deploy it in SA-SAMS.

• Backup: Keep an off-site, secure backup of all final databases.

How do I complete Phase 1 (Preparations)?

Complete the 11 items under My School > Curriculum > Year-End Preparation in order, from top to bottom.

1. Terms: Create next year's terms by copying the current year's terms. Correct the term dates for Learners, Educators and Staff by double-clicking a date. Staff should have one term running from 1 January to 31 December, so leave and absences can be captured during school holidays.

2. Waitlist Admissions: Admit or decline learners on the waitlist for each grade.

3. Re-registrations: Indicate which current learners will re-register or leave next year.

4. Promotions: Promote learners to the next grade. Start at the highest grade and work downward.

5. Class Grouping: Indicate the number of classes needed and the method used to allocate learners. This is only available once re-registrations and promotions are complete for all grades.

6. Class Setup: Set up classrooms and allocate register class names and educators for all classes. New classroom allocations only show on the d6 Communicator App after the final roll-over.

7. Copy Learning Programmes: For each grade, select Copy Year to Year to copy the curriculum structure, subject choices, assessments and formulas to next year.

8. Subject Choices per Learner: Allocate subjects one learner at a time, for example for new learners and Grade 10 learners with new subject choices.

9. Subject Choices per Subject: Link a whole cohort to a subject in bulk.

10. Subject Choices per Group: Allocate subjects to entire grades or register classes.

11. Link Staff Member Subjects: Allocate the subjects each teacher will teach next year. Click Copy Previous Year to keep the same subjects.

• Missing items: If you cannot see all 11 items, 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.

How do I complete Phase 2 (Finalise the roll-over)?

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

1. 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.

2. Step 2: The system promotes learners automatically according to their marks. Complete this before the end of the year.

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

Step-by-step guides: The Timetable Admin Year-End  |  Curriculum year-end checklist

Frequently asked questions

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

You can complete Phase 1 before final marks are entered, particularly if you need to set up next year's timetable. Phase 2 must only be started after all final marks are entered and 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 cannot return to the previous year to redo the final submission, and restoring the previous year carries a substantial cost. Contact the School Management Support Team immediately by logging a ticket at My Home > Send an email request, or by emailing support@d6.co.za.

Why can't I see all 11 items in Year-End Preparation?

You need 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 you continue.

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

In the new year, before the tenth school day. This is when learner numbers are verified for invoicing, so completing it late may affect your school's billing.