Template Formulas

Overview

Template Formulas automate the calculation of final results required to determine if a Learner is promoted or retained. The system utilizes specific mathematical logic to aggregate term marks, SBA components, and examinations without requiring manual intervention.

Navigation Path

My School > Curriculum > Year-End Formulas:  Template Formulas

Purpose of Feature

The Formulas module ensures academic consistency by:

• Standardization: Using Template Formulas to apply the same calculation logic across multiple subjects.

• Specialization: Using Subject Specific Formulas for unique subjects with non-standard weightings.

• Diversity of Results: Calculating different output types, specifically Promotion Marks, Year Marks, or Merit Marks.

• Compliance: Ensuring weightings (e.g., 40% SBA / 60% Exam) align with CAPS or school-specific policies.

Step-by-Step Instructions

1. Creating a New Formula Template

1. Select the Year, Curriculum, and Formula Type.

2. Click the Add button.

3. Formula Name: Enter the formula name in English and Afrikaans (e.g., FET Promotion 60/40).

4. Ordering: Assign a numerical value to determine where this formula appears in lists.

5. Set the Status to Active.

6. Click Accept Changes and confirm by clicking OK.

2. Building the Formula Logic (The "Bucket" System)

1. Click the Edit Formula link next to your new or existing template.

2. Drag-and-Drop Interface: You will see "Assessment Types" (SBA, Exam, Practical) on the left.

3. Click and drag a category (e.g., SBA) and drop it onto the Promotion Mark block (which will turn green).

4. Weighting: Enter the specific weighting for that category (e.g., 40).

5. Adding Terms: Drag the relevant Terms into the assessment type blocks.

   • System Logic: You must allocate at least one term to an assessment type before the system allows you to save.

6. Decimals: Specify the number of decimal places for rounding. Leave blank for whole numbers.

7. Click Submit.

3. Assigning Formulas to Subjects

1. Navigate to Template Formulas and click Assign To Subjects.

2. Select the Year, Curriculum, Formula Type, and Grade.

3. Choose the Template Formula you just created.

4. Select the applicable subjects from the left-hand box and use the Right Arrow to move them to the "Assigned" box.

5. Click Submit.

System Behaviour

• Subject Changes (Mid-Year): If a Learner switches subjects (e.g., from Mathematics to Mathematical Literacy in Term 3), the system dynamically ignores the marks from the previous subject and calculates the final promotion based only on the new subject's terms.

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

• Automatic Recalculation: Once subjects are linked to a formula, the system automatically updates the Promotion/Year/Merit marks whenever a Learner's underlying assessment marks are modified.

Restrictions & Reasons

• Mandatory Term Allocation: The Submit button will remain unresponsive if a formula block is empty.

  • Reason: A formula cannot calculate a result without a data source. Each "bucket" (SBA/Exam) requires at least one term to be mathematically valid.

• Status Sensitivity: Only Active formulas are used in report card generation and promotion schedules.

  • Reason: This allows schools to keep "Draft" formulas for future changes without affecting current academic records.

• Formula Type Locking: A Promotion Mark formula cannot be dragged into a Merit Mark template.

  • Reason: The system maintains separate data tracks for these result types to ensure that a Learner's "Year Mark" does not accidentally overwrite their "Promotion Mark" on official schedules.