This article lists everything your school needs to check in the School Management Portal before the curriculum year-end. It is for curriculum administrators and deputy principals preparing for Term 4. Work through each section in order, then roll over to the new year.

My School > Curriculum > Admin Year-end Preparation

How do I check for outstanding compliance and curriculum tasks?

1. Navigate to My School > Compliance > Outstanding Compliance Tasks and complete every outstanding task.

2. Navigate to My Home > My Tasks and complete the remaining curriculum tasks.

Step-by-step guides: How to use Outstanding Compliance Tasks

How do I check my Learning Programme setup?

Navigate to My School > Curriculum > Setup Learning Programme and confirm the following:

• Terms: All 4 terms are created for each grade.

• Tasks and assessments: Each subject has the correct tasks and assessments linked.

• Weights: Task weights match the latest Departmental Circulars and the d6 Curriculum Content document.

• Maintenance Plan schools: The OSM team completes this setup for you.

Step-by-step guides: How to set up and manage learning programmes  |  How to link a Preset after marks have been captured

How do I make sure all learners are in subject groups?

1. Navigate to My School > Learners > Marks > Marks per Group.

2. If you see an Unallocated Learners Mark tab, navigate to My School > Curriculum > Subject Group Allocation.

3. Assign each unallocated learner to the correct subject group for all 4 terms.

Step-by-step guides: How to manage Subject Group Allocation

How do I complete the Admin Year-End?

1. Navigate to My School > Curriculum > Admin Year-end Preparation.

2. Complete the 11 buttons from left to right, starting with Terms and ending with Link Staff Member Subjects.

3. Before the final step, export a Final District database and a Valistractor database, and store both safely.

• Final button: You can complete it in the current year, but only once marks are finalised, absentees are captured and report cards are issued. These cannot be changed after you roll over to the new year.

Step-by-step guides: How to complete the Admin Year-end process

How do I finalise and lock marks?

1. Navigate to My School > Learners > Learner Marks > Marks per Group and capture all marks.

2. Capture a bulk a for unused assessments and for learners who left. Never leave a mark blank.

3. Navigate to My School > Curriculum > Learning Programme and lock each term per grade.

• a: Absent, also used for learners who left.

• *: Not handed in.

• 0: A zero mark.

• d6 Communicator App: To show term marks on the app, activate this per grade and per term at My School > Curriculum > Learning Programmes.

Step-by-step guides: How to capture marks per group  |  How to set up the curriculum before entering marks  |  How to set up and manage learning programmes (locking terms)

How do I complete moderation and condonation?

1. Navigate to My School > Curriculum > Final Results and complete final moderation and condonation before submission.

2. Navigate to My School > Curriculum > Final Decisions and activate Final Decisions for Terms 1 to 4 and the Promotion Mark.

Step-by-step guides: How to moderate and condone learner marks in d6  |  How to use Final Decisions  |  How to set up Decision Guidelines

How do I set up promotion formulas?

• Preset Curriculum schools: Navigate to My School > Curriculum > Subject-specific Formulas and click the Preset Formula button.

• Manual curriculum schools: Set up a formula for every subject in every grade, using the d6 Curriculum Content document.

Step-by-step guides: How to set up Subject-Specific Formulas (manual setup)  |  How to set up Template Formulas  |  Formula Calculation Sheet (check your results)

How do I show promotion results on report cards?

Show the Promotion Mark column

1. Navigate to Reports > Learners > Report Cards.

2. Select your template and click Edit Chosen Template.

3. On the Marks tab, set Print Additional Mark Types to Yes.

4. Choose Replace the last term or Extra column.

5. Move the Promotion Mark from left to right and click Save.

Show the promotion requirements

1. Navigate to Reports > Learners > Report Cards.

2. Select your template and click Edit Chosen Template.

3. On the Promotion tab, activate Print learner promotion comments and click Save.

Step-by-step guides: How to generate Report Cards

How do I add learner remarks?

• Learner-specific remarks: Navigate to My School > Learners > Learner Marks > Capture Learner Remarks.

• General remarks for all learners: Navigate to My School > Curriculum > Setup Remarks.

Step-by-step guides: How to capture learner remarks  |  How to set up and manage Remarks

How do I complete the SA-SAMS export and schedules?

1. Navigate to My School > Compliance > Export to SA-SAMS Database and export the Final District/EMIS database, then the Final Valistractor database.

2. Verify that you have the latest SA-SAMS patch on Thutong.

3. Print the required SA-SAMS schedules for your school type and prepare the required documents in the table below.

The table below lists the documents and SA-SAMS schedule numbers that primary and high schools must submit at year-end.

Step-by-step guides: Which SA-SAMS database do I export at year-end?  |  How to export to SA-SAMS database  |  How do I fix a red robot in the Valistractor?

Frequently asked questions

Can I complete the final Admin Year-End button before the year ends?

Yes, but only once marks are finalised, absentees are captured and report cards are issued. After you roll over, these cannot be changed.

Which databases must I export before the final Admin Year-End step?

Export a Final District database and a Valistractor database, and store both safely before you complete the final step.

Why do I see an Unallocated Learners Mark tab?

Some learners are not in a subject group. Assign them at My School > Curriculum > Subject Group Allocation for all 4 terms.

What do I capture for a learner who left during the year?

Capture a (absent). Use a bulk a for unused assessments too, so no marks are left blank.

Why are my schedules showing incorrect promotion results?

Check that subject-specific formulas are set up for every subject in every grade, and that Final Decisions are activated for Terms 1 to 4 and the Promotion Mark.

Should I add Promoted or Not Promoted as a report card comment?

No. The promotion message prints automatically once Print learner promotion comments is activated on your report card template.

Does the OSM team do the year-end setup for my school?

Schools on the Maintenance Plan have their Learning Programme setup completed by the OSM team. All other schools complete the checklist themselves.

Which SA-SAMS schedules must a primary or high school submit at year-end?

Primary schools submit schedules 12.3.12.15, 12.9.15.2, 12.9.16.9, 12.9.15.7, 12.9.16.7, 12.9.16.4, 12.9.15.1, 12.9.15.3 and 12.9.18. High schools submit 12.3.12.15, 12.9.16.8, 12.9.16.9, 12.9.15.7, 12.9.16.7, 12.9.15.4, 12.9.15.3, 12.9.15.5, 12.9.15.6 and 12.9.18, together with the deployment letter, sign-off document, proof of final submission and Valistractor database.