This article explains how to export a marks file from CEMIS and import it into d6 using the CEMIS Import function. It covers the rights you need, the step-by-step import process, common errors, and how the system behaves after a successful import. It applies to Western Cape schools using the WC CAPS curriculum.

My School > Curriculum > CEMIS Import

What rights do I need before importing?

The person doing the import must have the Marks Capturing, Curriculum Setup and Learner Marks rights. The screenshot below shows these rights assigned to a user profile in d6.

How do I export the marks file from CEMIS?

1. Log in to CEMIS and run the export per grade, per term. 
   
   
   

2. Select the correct term when exporting. The screenshot below shows the term selection screen on CEMIS.

   

3. Locate the file: CEMIS saves it to your Downloads folder, inside a subfolder called Export. The file you need is the .txt file inside that folder.

How do I import the file into d6?

1. Navigate to My School > Curriculum > CEMIS Import.

2. Click on Choose Files and select the file(s) to import. You can select multiple files at once, but they must all be for the same year and term.

3. Click on Upload and Validate, then OK. The screenshot below shows the upload and validate step.

   
   

4. Once validation is successful, click on Import.
   
   
   

5. Scroll to the bottom of the results and confirm there are no red lines or error messages before you consider the import complete.

What errors might I see during the import?

• Term mismatch: The term selected on d6 does not match the term in the file you are importing. Select the correct term and try again.

• Year mismatch: The year selected on d6 does not match the year in the file. Select the correct year and try again.

• Incorrect EMIS number: The system validates your school's EMIS number. Confirm the number is correct under School Setup.

• Missing or incorrect CEMIS number: If even one learner's CEMIS number is not found or is incorrect in d6, the entire file will not import — this also applies when uploading multiple grades at once. Find the learner on CEMIS or the RR sheet, search for the learner in d6, update the CEMIS number, and re-import. Left learners also need CEMIS numbers if they appear on the RR sheet.

• Duplicate CEMIS number: If a learner has a duplicate CEMIS number in d6 (whether left, current or waitlist), the system skips that specific learner's marks only — the rest of the file still imports.

What happens after a successful import?

• Mark capturing rights: The superuser must assign mark capturing rights to the relevant staff members after the import.

• Locked curriculum and marks: Curriculum setup and marks are locked on d6 once files are imported. The CEMIS txt file is the source — re-import at any point to update, after which everything locks again by default.

• Automatic setup: Learning programmes and subjects are created automatically as the WC CAPS curriculum. An existing curriculum is not affected.

• Decision guidelines and promotions: Decision guidelines are generated automatically, term decisions are done, and promotion marks import from the term 4 CEMIS export. No promotion formulas are needed, and terms 1–4 plus promotion can be printed on report cards.

• Previous terms: You can import previous years and terms. Existing schools can back-date the import for the end of the year if needed.

How do subject groups work after the import?

• Grade-level groups: The import creates one subject group per grade containing all learners. In term 1, separate the learners manually into classes per subject under Subject Group Allocations.

• Copying groups: You can copy subject groups from the previous term only once the new term has been imported.

• Moving from CAPS to WC CAPS: If your subject groups were already created under CAPS, email support to assist with copying them into your WC CAPS curriculum.

• Subject changes: If a learner changes a subject in the next term, the learner remains in the grade group until manually moved to the correct subject and class.

What does not import from CEMIS?

• RR sheet comments: Comments are not in the file and must be captured manually on d6.

• Number of absent days: This must also be captured manually, although valid and invalid absences do record correctly.

• Subject order: The order of subjects on report cards follows the subject order in the CEMIS import file.

Frequently asked questions

Can I import more than one grade at a time?

Yes, you can select multiple files in one import, as long as they are all for the same year and term. Keep in mind that a single missing or incorrect CEMIS number will stop the whole import.

Why did my file not import at all?

The most common cause is a learner with a missing or incorrect CEMIS number in d6. Update the learner's CEMIS number using the CEMIS or RR sheet as reference, then re-import the file.

Can I edit marks on d6 after the import?

No. Marks and curriculum setup are locked after an import. The CEMIS txt file is the source — re-import an updated file to make changes, and it will lock again automatically.

Do I need to set up promotion formulas?

No. Promotion marks are imported automatically with the term 4 CEMIS export, and you can print terms 1–4 plus promotion on report cards.

Can I import previous years and terms?

Yes. Previous years and terms can be imported, and existing schools can back-date the import for the end of the year.

Do RR sheet comments and absent days import into d6?

No. Comments and the number of absent days are not included in the CEMIS file and must be captured manually on d6.