The Learners module is the central administrative hub of the d6 school management solution. It facilitates the capture and management of learner demographics, medical data, parent/guardian contact information, and financial billing structures.
My School > Learners > Learners
The structured 6-step enrolment process ensures data integrity across the system. Accurate data entry in this module is a prerequisite for generating class lists, capturing marks, tracking attendance, and performing Departmental exports (LURITS/CEMIS).
New Family: Select this if no other siblings are currently at the school.
Existing Family: Search by family code or sibling name to link the new learner to an existing record. This ensures a unified billing account for the household.
Core Identity: Enter names, ID numbers, ethnicity, and home language.
System Logic: For SA Citizens, the ID number is validated against the birth date and gender digits (7-10).
Admission vs. Registration: * Registration Date: The day the application is processed.
Admission Date: The actual day the learner starts attending.
LSEN Weights: Default is 1.00. Adjust this (up to 9.99) under the Education Disabilities block if the learner has special educational needs.
Medical Information: Select conditions from the global list or add new entries to link to the learner profile.
Select the applicable Payment Options (e.g., Tuition Fees, Bus Fees).
Note: Compulsory fees are pre-selected based on school settings. Optional fees must be moved to the "Selected" column using the arrows.
Capture detailed contact data for both parents.
Single Parent Logic: If "Single Parent" was selected in Step 2, you may select "No other parent" in Step 5 to bypass the second entry.
Third Parties: To add more than two guardians, use the My School > Parents > Parents menu after saving.
Define the individual legally responsible for the account.
If a parent is selected, they automatically receive statements. If a third party is selected, you can opt to send copies to the parents.
Click Save Learner or Save Learner and Add Subjects.
To process bulk enrolments:
Navigate to Import Learners.
Download the Excel template. Important: Do not change heading titles.
Use country codes (e.g., 27) without the "+" symbol.
Upload the file. Use the Imported Data tab to review errors (highlighted by colour codes).
Locked Fields: Once saved, certain fields like Family Codes or Admission Numbers may require specific "Re-admit" or "Transfer" workflows to change to protect historical financial records.
LURITS/CEMIS Compliance: Ethnicity and Gender are mandatory for Departmental reporting. The system will flag these if missing during export.
LSEN Weighting: This value affects school-wide reporting ratios and must be verified against official medical assessments.