Subject-Specific Formulas

Overview

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.

Navigation Path

My School > Curriculum > Year end Forumlas:  Subject-Specific Formulas  >  Click on the Subject Specific formula tab

Purpose of Feature

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 "failure" 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.

Step-by-Step Instructions

1. Configuring the Formula Type

1. Select the Grade you wish to set up.

2. Set the Formula Type to Promotion mark

3. 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.

4. Locate the specific subject and click on its row to make it editable.

5. Change the calculation method to Custom Formula.

6. Click the Edit Formula link in the last column.

2. Using Preset Formulas (CAPS Schools)

If you have used the Preset Curriculum and have not deleted or renamed any preset tasks in Steps 3 and 4 of the Learning Programme:

1. Click the Edit Formula link for the subject.

2. Once the builder screen loads (Left hand side), click the Use Preset button at the bottom.
   if this button is grayed out, you can hover with your mouse over the button, to see which tasks is missing or different, and you can go and change this first, before the use preset button will be available.

3. The system will automatically populate the formula structure according to official weightings.

4. Click Submit.

3. Manual Formula Setup

If a preset is not applicable:

1. On the subject, change the Formula type to Custom formula and click on the Edit formula button

2. Drag the required Assessment Types (SBA, Exam, etc.) into the formula builder.
   

3. Assign the appropriate weights to each "bucket."

4. Click Submit.

System Behaviour

• Task Synchronisation: If a task is removed in Step 3 of the Learning Programme Setup, the system will automatically remove that task from any linked formulas. You must manually update the formula 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 Mathematical Literacy requirements.

• Year-to-Year Migration: Subject-specific formulas are migrated during the year-end rollover via My School > Curriculum > Copy Learning Programs using the Copy Formulas checkbox.

Restrictions & Reasons

• DOE School Limitations: Template formulas should generally be avoided by DOE schools for final promotion.

  • Reason: Departmental criteria often require specific subject-level logic that is more accurately handled via Subject-Specific Formulas or official Presets.

• 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.

• Circular Dependencies: 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.