If your school is preparing for next year's Timetable setup, you must complete Phase 1 of the Year-end Preparation first, as this information is required before Timetable setup can begin. These steps will not affect your final results, provided you follow them as set out below.

My School > System > Curriculum > Year-end Preparation

Phase 1 – Preparations

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

1. Terms. Create terms for the next year by copying the current year's terms. Correct the term dates for Learners, Educators and Staff by double-clicking the relevant date. Staff should have only one term running 1 January to 31 December, to allow leave and absence entries during school holidays.

2. Waitlist Admissions. Admit or decline learners on the waitlists per grade.

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

4. Promotions. For timetabling purposes, all learners must be promoted temporarily to create a record for each learner, so that learner subjects can be allocated for the following year. See the note below on protecting your final results.

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

6. Class Setup. Indicate classrooms and allocate register class names and educators for all classes, not only those you will be using in Timetabler. New classroom allocations will not display on d6 Connect until the Final Admin Year-end is completed.

7. Copy Learning Programmes. For each grade, select Copy Year to Year to carry the curriculum structure, subject choices, assessments and formulas forward from the current year to the following year.

8. Subject Choices. Allocate subjects to new learners, and new subject choices to Grade 10 learners for the following year, per learner, per subject or per group.

9. Link Staff Member Subjects. Allocate the subjects taught in the next year per teacher. Click Copy Previous Year to allocate the same subjects to educators in the following year.

Why can I not see all nine tabs?

If you cannot see all nine tabs, 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 before continuing with the year-end process.

Phase 2 – Finalise the roll-over

This phase is not needed for Timetable preparations.

Phase 2 is the final phase. After completing it, some reports and information from the current year will no longer be available. Complete it only after the final marks have been submitted and the last SA-SAMS export is finalised.

Frequently asked questions

Can I do Phase 1 of the year-end process before final marks are entered?

Yes. You can complete Phase 1 (Preparations) before final marks are entered, particularly if you need to set up the timetable for the next year. Phase 2 (Finalise) 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 will not be able to return to the previous year to redo the final submission, and restoring back to the previous year will incur a substantial cost. Contact d6 support 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 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.

Will promoting learners in Step 4 change my final results?

No, provided you go to My School > Curriculum > Promotion Requirements > Final Decisions once the information has been imported into Timetabler, and click Use calculated decision for all for each grade. Do this before moderating any marks, because the button resets moderated marks to the calculated mark.