COPY LEARNING PROGRAMMES
Copy Learning Programme
Overview
Setting up a curriculum for an entire academic year is a foundational task. The Copy Learning Programme feature allows schools to duplicate existing structures—including subjects, assessments, weightings, and learner allocations—from one term to another or from one academic year to the next. This significantly reduces manual data entry and ensures consistency across periods.
Navigation Path
My School > Curriculum > Curriculum Setup: Copy Learning Programmes
Purpose of Feature
The copy function is designed to:
Maintain Consistency: Ensure that assessment structures and weightings remain identical across terms.
Efficiency: Reduce the administrative burden during year-end rollovers or term transitions.
Data Integrity: Carry over teacher capturing rights and learner subject choices to prevent setup errors in new periods.
Step-by-Step Instructions
1. Pre-requisite: Create Target Learning Programmes
Before copying, the destination (target) term or year must exist in the system.
Navigate to My School > Curriculum > Curriculum Setup: Learning Programmes.
Click Add New.
Select the Grade and Scale Set.
For CAPS Schools: Select the relevant "CAPS [Year]" preset.
For Non-CAPS Schools: Select "No Preset".
Click Submit. (Repeat for all required grades).
2. Copying Term to Term
Use this to move setup data within the same academic year.
Select the Year and the Grades you wish to copy.
Choose the Source Term (the term you are copying from).
Choose the Target Term (the term you are copying to).
Select the required data items to copy (see System Behaviour table below).
Click Copy.
3. Copying Year to Year (Year-End Rollover)
Use this after a database rollover to populate the new academic year.
In the Source section (Green), select the previous year and grade.
In the Target section (Red), select the new academic year.
Tick the items you wish to migrate (e.g., Assessments, Formulas, Subject Choices).
Click Copy.
System Behaviour: Data Transfer Logic
| Item | Effect of Copying |
| Copy Subjects | Copies subjects and their weightings (Steps 1 & 2). |
| Copy Tasks/Components | Copies tasks and component weightings (Steps 3 & 4). |
| Copy Assessments | Copies specific assessments and their "Mark Out Of" values (Steps 5 & 6). |
| Copy Learner Subject Choices | Maps learner subjects from the source to the target. For Year-to-Year, it maps Term 4 subjects to the new grade's equivalent subjects. |
| Copy Subject Groups | Copies the group names (e.g., 10A, 10B) but not the learners, unless "Copy Class Grouping" is also selected. |
| Copy Capturing Rights | Carries over teacher permissions for mark entry to the new period. |
| Copy Formulas | Copies Year-end and Promotion formulas to the next year. |
Restrictions & Reasons
Preset Curriculum Limitations: Schools using CAPS Presets should generally not use the Year-to-Year copy function for curriculum structures.
Reason: CAPS requirements and SA-SAMS codes often change annually. Schools should wait for the new year's Preset to be released by d6 to ensure statutory compliance.
One-Time Action: Once a copy is performed to a specific target term or year, that period is no longer available as a target for a second copy.
Reason: This prevents the accidental overwriting of data that may have already been modified or captured in the new term.
Target Term Availability: If you have already manually started setting up a learning programme in a future term, that term will not appear as a copy destination.
Reason: To protect existing manual configurations from being overwritten by the bulk copy process.
Subject Mapping: When copying Year-to-Year, subjects are only copied if they share the same "Parent Subject" in both the source and target grades.
Reason: This ensures data validation logic remains intact (e.g., ensuring Grade 10 Mathematics correctly maps to Grade 11 Mathematics).
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