This article explains the four Admin Year-End (AYE) steps that must be completed before learners can be linked to 2027 payment options. It is intended for school administrators preparing for the new academic year. You will learn how to complete Terms, Waitlist Admissions, Re-registrations and Promotions.
You can create your 2027 payment options at any time during the year, but learners cannot be linked to them until the first four AYE steps have been completed. These prerequisite steps ensure that learner records are available in the 2027 academic year. If you are only preparing payment options, you only need to complete the four steps below.
My School > General > Terms
Click Create terms for a new year.
Enter the 2027 school term dates.
Double-click each date to edit the learner and educator term dates.
Capture one continuous term for staff, from 1 January to 31 December, so that leave can be captured during school holidays.
Tip: Download the official DBE School Calendar and use it when capturing your term dates.
My School > Learners > Waitlist Admissions
Review all learners who have applied to attend your school in 2027. Each learner must be moved into one of the following categories:
Placed: The learner has been accepted and placed for 2027.
Not Placed: The learner's application was not successful.
Withdrawn: The application was withdrawn.
Important: There should be no learners remaining in the Unprocessed (red) column. Completing this step allows the system to determine the number of classes required for each grade in the new year.
My School > Learners > Re-registrations
Click the blue eye beside each grade.
Indicate which current learners will re-register for 2027, or leave at the end of the current year.
Indicate any outstanding re-registration forms, if your school requires them.
Transfer cards: Preliminary transfer cards can be printed for learners leaving.
Exit grades: Grade 12 learners, and Grade 7 learners in GDE primary schools, should be marked as Leave end of year.
My School > Learners > Promotions
Completing Promotions creates learner records for the next academic year, allowing families to be linked to 2027 payment options. If you use Timetabling, promote learners before timetabling so that subjects can be allocated for the new year and learner results can determine correct class placement.
Navigate to My School > Curriculum > Final Decisions, then for each grade:
Select Use calculated decisions for all.
Click Promote all.
Open the blue eye next to each grade.
Select the option to promote all learners.
Click Continue.
Click Promote all.
Important: There should be no learners remaining in the No Result (red) column. All learners should be either Promoted or Not Promoted.
Payment options only: If you are only preparing payment options, you only need to complete the four AYE steps in this article.
Timing of Promotions: If you are not promoting learners for timetabling purposes, complete Promotions only after final marks have been entered.
Promotion formulas: Subject-specific promotion formulas for the current year must be configured before calculated promotions can be used.
CEMIS and private schools: These schools may have different promotion processes depending on their curriculum.
No. Payment options can be created at any time. Only the first four AYE steps (Terms, Waitlist Admissions, Re-registrations and Promotions) must be completed before learners can be linked to 2027 payment options.
Only if you are promoting for timetabling purposes. Otherwise, complete Promotions after final marks have been entered. If promotion formulas are configured, use My School > Curriculum > Final Decisions to apply calculated decisions.
No learners may remain in the Unprocessed (red) column in Waitlist Admissions or the No Result (red) column in Promotions. Every learner must be Placed, Not Placed or Withdrawn in Waitlist Admissions, and Promoted or Not Promoted in Promotions.
Grade 12 learners, and Grade 7 learners in GDE primary schools, should be marked as Leave end of year.
Last updated: July 2026 | Version 1.0