This article explains how Western Cape schools import CEMIS-compliant curriculum setup and learner marks into d6 from R&R Sheet text exports. It removes the need to re-capture marks in d6 once they are complete in the R&R Sheet. For admin users with Learner Administration and Curriculum rights.

My School > Curriculum > Cemis Import

Who is this feature for?

The Western Cape Education Department (WCED/WKOD) is the only South African province using CEMIS instead of SA-SAMS. Western Cape schools capture term marks in MS Excel R&R Sheets (one per grade and term) generated from CEMIS. Once 100% complete, the sheet produces a .txt file imported into both CEMIS and d6. The d6 import recreates the entire curriculum setup and marks automatically. Available in English or Afrikaans.

What user rights are required?

The user needs both:

• Administration: 1.3. Learner / Parent administration: View and Change.

• Curriculum: 2.1. Curriculum setup (Assessments & Learning programs): View and Change.

Configure under My School > Staff > User Rights or Roles.

How do I export the R&R Sheet text file from Excel?

The R&R Sheet must be fully captured for all subjects and learners before export.

Steps to export the text file

1. Open the 100% complete R&R Sheet in Excel.

2. Go to the Personal Info tab.

3. Click the brown Export button.

4. Enter the term (1 to 4) and click OK.

5. Wait for the completion indicator.

The text file saves to an Export sub-folder in the same location as the Excel R&R Sheet. The same file is used for both CEMIS and the d6 import.

How do I import the text file into d6?

Steps to import on d6

1. Go to My School > Curriculum > Cemis Import and double-click the icon.

2. Read the yellow help text panel at the top.

3. Select the Year and Term.

4. Select one or more text files. Only .txt files are accepted.

5. Click Update & Validate.

6. If validation passes, click OK to apply.

7. Review the log file. It lists every record and any errors in your session language.

What does d6 validate before importing?

• EMIS Number: Must match the school's EMIS number on d6.

• Year and Term: Must match the values inside the file(s).

• File type: Only .txt files, at least one selected.

• File structure: Headings, sequence, and delimiter must match.

• Learners: All learners in the file must have correct CEMIS numbers on d6, and any leaver must be updated on d6 first.

If validation fails, the error displays in red and files are cancelled for correction.

What gets imported into d6?

A successful import populates everything for term reporting into a dedicated WC Preset curriculum, regardless of prior setup:

• WC CAPS Preset, Subjects, Term/promotion tasks.

• Learning programs activated through Steps 1 to 4.

• Term and promotion marks (learners, tasks, subjects).

• Subject and grade averages.

• Decision guidelines (CAPS NPPPPR) and final decisions, calculated automatically.

• Subject choices and groups.

• Remarks, comments, year-end moderation/condoning.

• Report Card printing/emailing and system reports.

Final marks are already calculated and rounded in the source file. No recalculation on d6.

Important notes and limitations

• Marks are locked after import: Curriculum setup and marks become read-only on d6. To change anything, update the R&R Sheet, re-export, and re-import. The R&R Sheet is the single source of truth.

• Exception: Subject Heads can still be updated on Setup Learning Programs Step 2.

• Report Card templates: Do not select "show educator". Educator details are not in the data file.

• Special needs schools: The import supports two FAL subjects per learner.

• Western Cape only: Other provinces use SA-SAMS instead.

Common errors and how to resolve them

Frequently asked questions

Where do I find the Cemis Import function?

Go to My School > Curriculum > Cemis Import. Restricted to users with Learner Administration and Curriculum setup rights.

Can I still capture marks manually after a CEMIS import?

No. Marks are locked after import. To change anything, update the R&R Sheet, re-export, and re-import. The only exception is Subject Heads in Setup Learning Programs Step 2.

Why does the import fail saying a learner is missing?

The file contains a CEMIS number not on d6, or a learner who has left has not been updated. Capture missing learners or update leaver status, then retry.

Do I need to recalculate marks after importing?

No. Final marks are already calculated in the R&R Sheet source file.

Is this available for schools outside the Western Cape?

No. CEMIS is only used by the WCED. Other provinces use SA-SAMS, which has its own process on d6.