Subject Group Allocation is the process of assigning learners to the specific academic groups created in the Subject Groups module. This ensures that learners appear on the correct mark lists and are taken into account in the academic timetable.

My School > Curriculum > Learner Subjects > Subject Group Allocation

Purpose of the function

• Mark list accuracy: Ensures teachers only see the learners they actually teach.

• Report generation: Links marks to the correct learner profile.

• Timetable integration: Enables the system to identify clashes or venue capacity issues.

• Departmental compliance: Provides accurate learner-to-subject data for SA-SAMS and LURITS exports.

How do I allocate learners to subject groups?

1. Select the Year, Grade, Gender and Learning Programme (Term).

2. Select the Subject that requires allocation.

3. Select the specific Subject Group from the list. If the group appears light grey or no teacher is visible, first define the group under Subject Groups.

4. Tick the checkbox “Should learners be sorted by register class?” if you want to assign learners based on their administrative class, then select the Register Class.

5. Select learners from the Available column by ticking the checkbox next to the learner's name.

6. Click Submit to save the allocation. Repeat for all subjects and groups within the grade.

How do I manage learners who have left the school?

1. In the Subject Group Allocation screen, type “Departed” in the filter field below the right-hand Allocated list.

2. The system filters departed learners (displayed in grey).

3. Select these learners and click the Left arrow to remove them from the active subject group.

Note: It is not recommended to delete a subject entirely for a departed learner — historical marks are required for cumulative reports and SA-SAMS exports.

Frequently asked questions

Why does a subject group appear grey?

Subject groups display light grey if the setup in the Subject Groups module is incomplete — e.g. no teacher or classroom assigned. Complete the Subject Groups setup before allocating learners.

What happens to a learner's marks if I remove their allocation?

Existing marks for the term are not deleted but are hidden from the active mark list. Historical data remains preserved in the system.

Must I click Submit before moving to the next subject group?

Yes. Changes are temporary until you click Submit. Without submitting, the allocations are not saved to the database.