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 can start before final marks are captured, and Phase 2 officially rolls the school over to the new year. This guide covers every step, when to do it, and what must be finished before you roll over.
My School > Curriculum > Year-End Preparation
Only roll over officially when all of this is done
Do not start Phase 2 (the official roll-over to the new year) until:
Marks: all final marks are captured and finalised, including moderation and condonation.
Reports: year-end report cards are printed or emailed.
Absentees: all learner and staff absentees for the year are captured.
SA-SAMS: the final SA-SAMS (Final District) database and the final Valistractor submission are exported and saved.
Once you roll over, these cannot be amended for the previous year.
System tasks: Admin and Curriculum system tasks should be mostly complete.
Promotion formulas: Subject-specific promotion formulas for the current year should be set up, so that calculated decisions can be used.
Promotion codes: Only three year-end promotion codes are permitted: P (Promoted), NP (Not Promoted) and PG (Progressed).
User rights: 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 to see all 11 items.
Phase 1 can be done before final marks are captured, for example to set up next year's timetable or to link learners to next year's payment options. Complete the 11 items under My School > Curriculum > Year-End Preparation in order, from top to bottom.
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.
Waitlist Admissions: Move every applicant to Placed, Not Placed or Withdrawn. No learners may remain in the Unprocessed (red) column.
Re-registrations: Indicate which current learners will re-register or leave next year. Mark Grade 12 learners, and Grade 7 learners in GDE primary schools, as Leave end of year.
Promotions: Promote learners to the next grade, starting at the highest grade. You do not have to wait for final marks: you can promote all learners now so that the school can link learners to next year's payment options and bill correctly. This has no negative effect on the learners.
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.
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.
Copy Learning Programmes: For each grade, select Copy Year to Year to copy the curriculum structure, subject choices, assessments and formulas to next year.
Subject Choices per Learner: Allocate subjects one learner at a time, for example for new learners and Grade 10 learners with new subject choices.
Subject Choices per Subject: Link a whole cohort to a subject in bulk.
Subject Choices per Group: Allocate subjects to entire grades or register classes.
Link Staff Member Subjects: Allocate the subjects each teacher will teach next year. Click Copy Previous Year to keep the same subjects.
Navigate to My School > Curriculum > Final Decisions.
Select Use calculated decision in the top bar. The system updates each learner's decision (passed or failed) according to the marks entered, including learners you promoted early.
Then complete moderation and condonation, especially for progressed (PG) learners exported to SA-SAMS.
Before you moderate any marks
Make sure Final Decisions is set to Use calculated decision before you moderate any marks. Selecting it after moderation resets moderated marks to the calculated mark.
Phase 2 officially moves the school to the new year. After it, some reports and information from the current year are no longer available. Only start it once marks are finalised, report cards are issued, absentees are captured and the final SA-SAMS and Valistractor databases are exported and saved.
Step 1: Complete only after all of the above is done. Once done, you cannot return to the previous year. Transfer cards are generated in this step, so it may be completed before the school closes if transfer cards must go out with report cards.
Step 2: The system promotes learners according to their final decisions. Complete this before the end of the year.
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.
Backup: Keep an off-site, secure backup of all final databases.
Valistractor: Submit Valistractor directly to DDD; do not deploy it in SA-SAMS.
Related guides: 2027 payment options | The Timetable Admin Year-End
Yes. Phase 1 can be done before final marks are entered, for timetabling or to promote all learners so that you can link them to next year's payment options. Phase 2, the official roll-over, must wait until marks are finalised, reports are issued, absentees are captured and the final SA-SAMS database is exported.
Only when all final marks are finalised, year-end report cards are issued, absentees are captured, and the final SA-SAMS (Final District) database and Valistractor submission are exported and saved. After the roll-over, these cannot be amended.
No. Once final marks are captured, go to Final Decisions and select Use calculated decision. Do this before you moderate any marks, because selecting it after moderation resets moderated marks.
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 at support@d6.co.za or via My Home > Send an email request.
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.
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.
Last updated: October 2026