Uploading data to SASAMS can feel daunting, especially if you've experienced failed submissions in the past. This tutorial breaks down the entire process into manageable steps, helping you prepare your data correctly and upload it successfully.
Before You Start
Before attempting any SASAMS upload, ensure you have:
- SASAMS login credentials—provided by your district office
- Source data—learner records from your school management system
- Required documents—ID copies, transfer letters, and enrollment forms for verification
- Stable internet connection—uploads can fail on unstable connections
Important
Always work from a backup of your data. Never modify your only copy of learner records during the export process.
Step-by-Step Upload Process
Export Data from Your Source System
Start by exporting learner data from your school management system. If you're using MyEncore, go to Reports → SASAMS Export and select the data type you need (learners, marks, attendance). The system will automatically format the data correctly.
If using spreadsheets or other systems, export to CSV format and ensure columns match SASAMS requirements exactly.
Validate Your Data
Before uploading, check your data for common issues:
- All ID numbers are 13 digits and valid
- No empty required fields (name, surname, grade, etc.)
- Dates are in the correct format (YYYY-MM-DD)
- No duplicate learner entries
- Gender codes match SASAMS expectations (M/F or as specified)
Save in Correct Format
SASAMS is particular about file formats:
- File type: CSV (Comma Separated Values) or XML as required
- Encoding: UTF-8 (important for special characters in names)
- No special characters in the filename
- Column headers must match expected values exactly
Log into SASAMS
Access the SASAMS portal using your school credentials. Navigate to the appropriate module for your submission type:
- Learner Management → for new enrolments and updates
- Marks → for term and annual results
- Attendance → for daily attendance records
- Annual Survey → for SNAP survey submissions
Upload Your File
In the appropriate module, find the "Upload" or "Import" function. Select your prepared file and initiate the upload. For large files:
- Upload during off-peak hours (early morning or evening)
- Don't close your browser during upload
- Wait for the complete confirmation message
Review Validation Results
After upload, SASAMS will validate your data and provide a report. If there are errors:
- Download the error report
- Identify and fix issues in your source data
- Re-export and re-upload the corrected data
Confirm Submission
Once validation passes, you may need to confirm or "commit" the submission. This step finalises the data in SASAMS. Some submissions require district office approval before they're fully processed.
Data Preparation Checklist
Learner Data
- Full name as per ID
- Valid 13-digit ID number
- Date of birth
- Gender
- Home language
- Grade and class
- Admission date
- Physical address
- Parent/guardian details
Marks Data
- Learner ID/number
- Subject code
- Term number
- Mark/percentage
- Assessment type
- Promotion decision (year-end)
Attendance Data
- Learner ID/number
- Date
- Present/Absent indicator
- Reason code (if absent)
Common Upload Issues and Solutions
File Not Accepted
If SASAMS won't accept your file:
- Check the file extension is correct (.csv or .xml)
- Remove special characters from the filename
- Ensure the file isn't open in another program
- Try saving with a simpler filename
Partial Data Imported
If only some records import successfully:
- Download the error report for rejected records
- Fix the specific issues identified
- Create a new file with only the corrected records
- Upload the corrections separately
Timeout Errors
If the upload times out:
- Try a smaller batch of records
- Upload during off-peak hours
- Check your internet connection stability
- Contact your district if issues persist
MyEncore Makes This Easy
With MyEncore, SASAMS export is a one-click process. The system validates your data against SASAMS requirements before export, catches errors early, and generates correctly formatted files automatically. No manual data preparation needed.
Best Practices for SASAMS Uploads
- Upload regularly—don't wait until deadlines to submit large batches
- Keep records of uploads—save confirmation messages and error reports
- Verify after upload—spot-check a few records in SASAMS to confirm they imported correctly
- Maintain source data integrity—corrections should flow from your school system to SASAMS, not the other way
- Train backup staff—ensure more than one person can handle SASAMS uploads
Simplify SASAMS Uploads with MyEncore
One-click SASAMS export with built-in validation. No manual data preparation required.
Web app: app.myencore.co.za
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