Subject-Specific Formulas allow individualised 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 that do not fit the standard grade profile. This is where you configure how the promotion mark is calculated, which makes it critical for final results during the Term 4 promotion process.

My School > System: Curriculum > Year-End Formulas: Subject-Specific Formulas

How do I configure promotion marks and formula thresholds?

1. Select the Grade to set up and set the Formula Type to Promotion Mark.

2. In the grid, enter the pass mark (circle threshold) and the rounding threshold for each subject.

3. Locate the subject and double-click the row to make it editable.

4. Change the calculation method to Custom Formula.

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

What do the threshold values do?

Two separate thresholds apply to the promotion mark, and both are set per subject in the grid.

• Pass mark (circle threshold): any promotion mark below this value is circled on report cards and mark schedules.

• Rounding threshold: any calculated promotion mark below this value is automatically rounded up on reports and mark schedules.

How do I use a Preset Formula (CAPS schools)?

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

1. Click on the Subject-Specific Formulas tab.

2. Choose the applicable Grade.

3. Next to each subject, change the Formula Type to Custom Formula and then click on Edit Formula on the right.

4. Once the builder loads (left bottom), click Use Preset. If this button is greyed out, hover over it to see which tasks are missing or mismatched, and resolve these in the Learning Programme setup first.

5. The system populates the formula structure according to official CAPS weightings. Click Submit.

Why is the Use Preset button greyed out?

The Use Preset button relies on the subject's Learning Programme tasks (Steps 3 and 4) matching the official CAPS structure exactly. If the system cannot find a like-for-like match, it disables the button rather than risk applying an incorrect formula. Hovering over the greyed-out button shows the specific tasks flagged.

• A preset task has been deleted: a task required by the CAPS structure was removed from the subject's Learning Programme.

• A Term has not been allocated to a task: the preset cannot calculate a result without at least one Term linked to each Assessment Type bucket.

• The Learning Programme setup is incomplete: Steps 3 and 4 have not been fully configured yet for this Grade.

• The wrong curriculum was selected: a non-CAPS Learning Programme (No Preset, IEB, Cambridge, etc.) has no matching CAPS preset to offer.

What should I do if the button is greyed out?

1. Hover over the Use Preset button to see which specific tasks are flagged as missing or mismatched.

2. Go to My School > Curriculum > Curriculum Setup > Learning Programmes and open Steps 3 and 4 for the affected Grade and subject.

3. Restore any deleted tasks and make sure the tasks are relevant to the current CAPS preset year.

4. Confirm every required Assessment Type bucket has at least one Term allocated.

5. Return to Subject-Specific Formulas and click Use Preset again.

How do I set up a formula manually?

1. Set the subject's Formula Type to Custom Formula and click Edit Formula.

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

3. Assign the appropriate weights to each bucket, for example 40 for SBA and 60 for Exam.

4. Click Submit.

Frequently asked questions

How do I configure promotion marks?

Go to My School > System: Curriculum > Year-End Formulas: Subject-Specific Formulas. Select the Grade, set the Formula Type to Promotion Mark, then set each subject's calculation method to Custom Formula and click Edit Formula to build or apply the weighting.

How do I set up how the promotion mark is calculated?

The promotion mark is calculated by the formula assigned to each subject. Drag the required Assessment Types into the formula builder and assign weights, for example 40 for SBA and 60 for Exam, then click Submit.

Where do I set the pass mark and rounding threshold for the promotion mark?

Both are set per subject in the grid on the Subject-Specific Formulas screen. A promotion mark below the pass mark (circle threshold) is circled on report cards and mark schedules. A calculated promotion mark below the rounding threshold is automatically rounded up.

What happens if a task is removed from the learning programme?

The task is automatically removed from any linked formulas. You must update the formula with the replacement task so that the calculation remains valid.

What happens if a learner switches subjects 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 promotion based on the new subject's requirements only.

Can I copy these formulas to the new year?

Yes. During the year-end rollover, tick the Copy Formulas checkbox under My School > Curriculum > Copy Learning Programmes.