School Setup and Configuration

Overview

The School Setup module is the foundational configuration for the d6 system. It establishes the school's identity, physical location, governance structure, and financial parameters. Accuracy in this section is critical as the data populated here facilitates LURITS (Learner Unit Record Information and Tracking System) submissions, Department of Education (DoE) reporting, and core module functionality.

Navigation Path

My School  > General  >  School Setup 

Purpose of Feature

The School Setup serves as the central data repository for institutional information. It ensures that the school complies with provincial and national reporting standards (SAMS/LURITS) and defines the default behaviors for communication, disciplinary tracking, and financial integration.

Step-by-Step Instructions

1. General School Information

1. Enter the School Name (Full Legal Name).

2. Enter the Short Name: This is used specifically for character-limited fields such as SMS templates (e.g., Debtors notifications).

3. Select the School Type (Public or Private).

4. Define ownership for Land and Buildings.

5. Specify the Specialisation (if applicable) and Tuition Languages.

6. Toggle Multiple Register Classes: Enable this if staff members are assigned to more than one register group.

2. Location and Contact Details

1. Select the Country, Province, City/Town, and Suburb.

2. Enter DoE specific identifiers: District, District Code, Circuit, and Quintile.

3. Input the EMIS Number (Education Management Information System) and PERSAL pay point/component numbers.

4. Provide contact details including Telephone, Fax, Admin Email, Finance Email, and Website.

5. Enter the Physical and Postal addresses.

6. Watermark Toggle: Select whether to print a watermark on Transfer Cards.

3. Governance and Host Facilities

1. Indicate if the school has a Governing Body.

2. Mark the checkboxes for responsibilities handled by the school (Maintenance, Extra-curricular, Textbooks, Services, etc.) as per the Schools Act.

3. Host School Info: If the school utilizes another institution's facilities, select Yes and provide the host school's Name, EMIS number, and usage times.

4. LURITS and SAMS Requirements

1. Submission Method: Set to Electronic for d6 system automated exports.

2. Define the SAMS School Type and indicate if the school hosts SID (Severely Intellectually Disabled), Remedial, or LSEN (Learners with Special Education Needs) classes.

3. Assign the EMIS Officer, Asset Manager, and Disciplinary Head from the staff dropdown menus.

4. Set the Disciplinary Expiry: Determine when accumulated disciplinary points/marks reset.

5. Communication and Activities

1. Set the Default Parent Selection: Defines which parent contact receives general communication and absentee notifications by default.

2. Activity Activation: Move desired Enrichment Programmes and Sports from the left column to the right column to activate them within the curriculum/extra-mural modules.

3. d6 Communicator: Select Yes if the school utilizes the d6 Connect/Communicator platform.

6. Finance and Auditor Configuration

1. Enter the Auditor's Firm details and contact information.

2. Accounting Method: Select the school’s recognized accounting principle.

3. Ledger Mapping: Map the following Control Accounts from your General Ledger:

   • Learner Control Account

   • Undeposited Funds Account

   • In Advance Income Account

   • Accumulated Funds Account

4. Cash Handling: Toggle whether the school accepts physical cash on premises.

7. d6 Cashless Integration

1. Set Use d6 Cashless to Yes.

2. Merchant ID: This is a read-only field populated by d6 Support following the Sticitt contract finalization.

3. Bank Account Mapping:

   • Cashless Bank Account: Select the ledger account configured with the "Sticitt - Cashless" import format.

   • Transfer Account: Select the bank account where funds are settled.

   • Cost Account: Select the expense account for transaction fees (e.g., Bank Charges).

System Behaviour

Data Synchronisation

• LURITS/SAMS: The EMIS number and school phase data act as the primary keys for statutory exports. Incorrect data here will result in validation errors during the submission process.

• Financial Tracking: The system automatically tracks the "Last Number" for Journals, Invoices, Receipts, and Deposits to ensure a sequential audit trail. These counters update automatically upon every transaction.

• 3rd Party Integration: When moving a provider to the active list, the system triggers an authorization dialog. This creates a secure data bridge allowing specific 3rd party entities (e.g., debt collectors) to access relevant learner/debtor data.

Restrictions & Reasons

• Locked Financial Fields: Certain counters (e.g., Last Receipt Number) cannot be manually edited to maintain audit integrity and prevent duplicate document numbering.

• Merchant ID: This field is restricted to System Administrators/d6 Support to ensure the secure link between the payment gateway and the school's bank account is not severed.

• EMIS/SAMS Settings: Once a reporting cycle has begun, changing the school type or EMIS number is restricted to prevent data orphans in the national database.