This plan supports the year-end administrative processes on the system for both learners and staff. These processes must be completed before the school can successfully roll over to the next academic year.
You can access these functions here:
My School > System > Curriculum > Year-End Preparation
The processes include:
Setup of terms for the following year
Waitlist admissions
Re-registrations
Promotions (done automatically with the promotion formulas that are set up; if the school does not have promotion formulas, learners must be manually allocated to Promoted or Not Promoted)
Class grouping
Class setup
Copy Learning Programmes (year to year)
Subject choices
Linking staff member subjects
Setup of terms for the following year
Waitlist admission approval
Re-registration approval
Promotions (done automatically with promotion formulas; OSM will inform the school if promotions need to be done manually by the school)
Class grouping (this excludes class grouping per learner)
Class setup (the school provides a list of the classroom numbers per class, as well as the teachers assigned to those classrooms)
Copying the Learning Programmes (year to year)
Subject choices (for single-medium schools, OSM handles Grade R to 9; there should be only one Home Language and one FAL, with no additional languages, and only for DOE subjects)
Exporting staff, learner, and parent information for the current year
Exporting a finalised Valistractor database for the current year
Exporting a finalised (current grade) database for the current year
Downloading transfer cards
Completing the rollover from the current year to the following year
Adding learners to the system
Reviewing registration and re-registration forms
Making final decisions or moderating learner marks
Creating class groups on a per-learner basis
Managing subject choices for Grades 10, 11, and 12
Handling subject choice allocations for double-medium languages
Managing subject choices where specific learners have individual subjects
It is recommended to begin as soon as all assessments and marks are finalised for the year, to avoid delays in the rollover process.
The OSM team assists in preparing your system for the new academic year and rolls over the system on the school’s behalf.
No. OSM only manages subject choices for Grade R–9 in single-medium schools. Subject choices for Grades 10–12 must be handled by the school.
Yes. The OSM team exports finalised databases and records for the current year before completing the rollover, and sends them to the school.
The OSM team will continue to provide support and guidance after the rollover. However, once the system has been rolled over to the new academic year, the school becomes responsible for managing any further changes, including learner management, subject adjustments, and ongoing administrative updates.
Last updated: June 2026 | Version 0.8