SASAMS submissions fail for one primary reason: missing or incorrect data. This comprehensive checklist covers every field SASAMS requires, organized by category. Print it, share it with your team, and use it to audit your school records before any submission.
How to Use This Checklist
Fields marked Required must be completed for every submission. Fields marked Conditional are required only in specific circumstances. Review each section before your next SASAMS submission.
👨🎓 Learner Biographical Data
- Full name (first name and surname) as per ID document Required
- ID number (13 digits) OR date of birth Required
- Gender (Male/Female) Required
- Home language Required
- Nationality Required
- Citizenship status (SA citizen / permanent resident / other) Required
- Middle name(s) Conditional
- Preferred name / known as Conditional
- Race (for statistical purposes) Conditional
📍 Learner Address Information
- Physical address: Street number and name Required
- Physical address: Suburb/area Required
- Physical address: City/town Required
- Physical address: Province Required
- Physical address: Postal code Required
- Postal address (if different from physical) Conditional
👨👩👧 Parent/Guardian Information
- Primary contact: Full name Required
- Primary contact: Relationship to learner Required
- Primary contact: Phone number Required
- Primary contact: ID number Conditional
- Primary contact: Email address Conditional
- Secondary contact: Full name Conditional
- Secondary contact: Phone number Conditional
- Emergency contact: Name and phone Conditional
🎓 Learner Enrolment Data
- Current grade Required
- Current class/register class Required
- Admission date (date enrolled at this school) Required
- Learner status (active / transferred / withdrawn) Required
- Previous school name (if transfer) Conditional
- Previous school EMIS number Conditional
- Date of transfer (if applicable) Conditional
- Repeater status Conditional
📚 Learner Academic Data
- Subject registrations (list of subjects enrolled) Required
- Term marks (per subject, per term) Required
- Promotion decision (promoted / retained / progressed) Required
- Assessment marks breakdown Conditional
- SBA marks vs exam marks Conditional
📅 Learner Attendance Data
- Days present (per term or period) Required
- Days absent (per term or period) Required
- Reason for absence (codes) Conditional
- Late arrivals Conditional
♿ Special Needs & Support
- Disability indicator (yes/no) Conditional
- Type of disability (if applicable) Conditional
- Support required Conditional
- LSEN classification Conditional
💰 Socio-Economic Indicators
- Social grant recipient (yes/no) Conditional
- Type of grant Conditional
- Fee exemption status Conditional
- Transport method to school Conditional
- Distance from school Conditional
👩🏫 Educator Data (Separate Module)
- Full name Required
- ID number Required
- PERSAL number Required
- Contact details Required
- Qualifications Required
- Employment date Required
- Post level Required
- Subjects and grades taught Required
- Leave records Conditional
Data Format Requirements
Beyond having the right data, SASAMS is strict about formats:
ID Numbers
- Exactly 13 digits
- First 6 digits = date of birth (YYMMDD)
- Must pass Luhn check digit validation
- No spaces or special characters
Dates
- Format: YYYY-MM-DD or DD/MM/YYYY (check specific submission requirements)
- Must be valid calendar dates
- Logical sequence (birth date before admission date, etc.)
Names
- As per official documentation
- Avoid special characters where possible
- UTF-8 encoding for accented characters
Marks
- Numeric values only
- Within valid range (typically 0-100)
- Consistent decimal format
MyEncore Validates All of This Automatically
MyEncore's SASAMS export feature checks every field against these requirements before generating your export file. Invalid ID numbers, missing required fields, and format issues are flagged immediately so you can fix them before submission—not after SASAMS rejects your file.
Preparing for Different Submission Types
Annual SNAP Survey (February/March)
The annual survey requires the most comprehensive data set. Ensure all learner and educator records are complete and accurate as of the 10th school day.
Quarterly Attendance
Focus on accurate attendance records—days present and absent for each learner.
Term Marks
Ensure all subject registrations are in place and marks are captured for every subject per learner.
Year-End Promotion
Promotion decisions (promoted, retained, progressed) must be captured for every learner.
Ensure Complete SASAMS Data with MyEncore
MyEncore validates your data against SASAMS requirements and flags missing information before you export.
Web app: app.myencore.co.za
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