Subject-Specific Formulas allow for individualized mark calculation logic tailored to a single subject. Unlike Template Formulas, which apply to multiple subjects, these are used for subjects with unique assessment requirements or weightings that do not fit the standard grade profile. These formulas are critical for calculating final results during the Term 4 promotion process.
My School > Curriculum > Year-End Formulas > Subject-Specific Formulas
Subject-Specific Formulas are used to:
Automate Promotion: Ensure the system calculates the final Promotion Mark automatically based on specific subject criteria.
Customise Weightings: Apply unique logic to subjects that deviate from the standard SBA/Exam split.
Circle Thresholds: Define the "pass/fail" mark per subject so the system can automatically circle these marks on report cards and schedules.
Leverage Presets: Quickly apply CAPS-compliant logic for schools using the preset curriculum.
Select the Grade you wish to set up.
Set the Formula Type to Promotion Mark.
Circle Thresholds: In the grid, enter the pass mark required for each subject.
System Logic: Any calculated promotion mark below this threshold will be circled on report cards and schedules.
Locate the specific subject and double-click the row to make it editable.
Change the calculation method to Custom Formula.
Click the Edit Formula link in the last column.
If you are using the Preset Curriculum and have not deleted or renamed any preset tasks in Steps 3 and 4 of the Learning Programme:
Click the Edit Formula link for the subject.
Once the builder screen loads, click the Use Preset button at the bottom.
Troubleshooting: If this button is greyed out, hover your mouse over it to see which tasks are missing or different. You must resolve these discrepancies in the Learning Programme setup first.
The system will automatically populate the formula structure according to official weightings.
Click Submit.
If a preset is not applicable:
Set the subject's Formula Type to Custom Formula and click Edit Formula.
Drag the required Assessment Types (SBA, Exam, etc.) into the formula builder blocks.
Assign the appropriate weights to each "bucket" (e.g., 40 for SBA, 60 for Exam).
Click Submit.
Task Synchronisation: If a task is removed in Step 3 of the Learning Programme Setup, the system automatically removes it from linked formulas. You must update the formula manually if a replacement task is created.
Subject Changes Mid-Year: The system uses "Last Term Logic." If a learner switches from Mathematics to Mathematical Literacy in Term 3, the system ignores the Term 1 and 2 Mathematics marks and calculates the promotion based on the new subject's requirements.
Year-to-Year Migration: These formulas can be migrated during the year-end rollover via My School > Curriculum > Copy Learning Programs by ticking the Copy Formulas checkbox.
DOE School Limitations: Template formulas should generally be avoided by DOE schools for final promotion.
Reason: Departmental criteria require specific subject-level logic that is more accurately handled via Subject-Specific Formulas or official Presets to ensure compliance.
Term 4 Dependency: Formulas are usually finalised in Term 4.
Reason: The system requires the full assessment structure of the year to be locked before it can accurately calculate a final result for progression purposes.
Data Integrity: You cannot save a formula that references a task that has been deleted or is not allocated to that specific grade/term.
Reason: This ensures mathematical integrity; the system cannot calculate a result from a non-existent data point.