Every term, South African schools must submit learner marks to SA-SAMS (South African School Administration and Management System). This guide covers both the manual export process and modern automated solutions that eliminate the tedious work.
Related: SA-SAMS integration with MyEncore — how it works.
Skip the manual process entirely. See SASAMS export and import in action.
Book Free DemoBefore You Start: Prerequisites
Before exporting marks to SASAMS, ensure you have:
- SASAMS login credentials with appropriate permissions
- All marks captured and verified by HODs
- Learner data synchronized between your system and SASAMS
- Assessment structures aligned with CAPS requirements
Method 1: Manual CSV Export (Traditional)
The traditional method involves exporting marks from your school system as a CSV file, then importing into SASAMS. Here's the process:
Step 1: Prepare Your Data
- Verify all marks are captured and within valid ranges (0-100%)
- Ensure learner ID numbers match SASAMS exactly
- Check subject codes align with SASAMS subject codes
- Remove any special characters from names
Step 2: Export from Your School System
- Navigate to your marks/reports section
- Select the term and subjects to export
- Choose CSV format (not CSV UTF-8)
- Save the file with a clear naming convention (e.g., "Grade7_Math_Term1_2025.csv")
Step 3: Format the CSV File
SASAMS requires specific column headers. Your CSV should include:
- Learner ID Number
- Subject Code
- Assessment Type
- Mark (as percentage)
- Term
Open in Excel to verify formatting, then save as CSV (Comma Delimited).
Step 4: Log into SASAMS
- Access SASAMS through your provincial portal or sa-sams.nect.org.za
- Navigate to Curriculum > Marks Management
- Select the correct term and phase
Step 5: Import the CSV
- Click Import/Upload Marks
- Select your CSV file
- Map columns if prompted
- Review the preview for errors
- Confirm the import
Step 6: Verify and Submit
- Check imported marks against your records
- Fix any errors flagged by SASAMS
- Repeat for each class and subject
- Submit marks for district review
Common Manual Export Problems
The manual process often fails due to:
- Formatting errors: Wrong CSV encoding, special characters, empty rows
- Mismatched data: Learner IDs or subject codes don't align
- Version issues: Excel changes formatting when saving
- Timeouts: Large files cause SASAMS to time out
- Human error: Wrong file selected, data entry mistakes
See our SASAMS Common Errors Guide for troubleshooting help.
Method 2: Automated SASAMS Integration (Modern)
Modern school management systems like MyEncore eliminate the manual export process entirely. Here's how automated integration works:
Step 1: Teachers Capture Marks (As Normal)
Teachers enter marks in MyEncore throughout the term - no change to their workflow.
Step 2: HOD Review
Heads of Department verify marks are complete using built-in reports.
Step 3: Click "Sync to SASAMS"
Admin clicks one button. MyEncore automatically:
- Validates all marks are within range
- Maps subjects to SASAMS codes
- Matches learners by ID number
- Transfers data directly to SASAMS
- Reports any issues for review
Step 4: Confirm in SASAMS
Log into SASAMS to verify marks transferred correctly. Submit for district review.
Manual vs Automated: Comparison
| Factor | Manual CSV Export | Automated Integration |
|---|---|---|
| Time per term | 2-4 hours | 5-10 minutes |
| Error risk | High (formatting, data entry) | Low (auto-validation) |
| Technical skill needed | Medium (CSV formatting) | Low (click button) |
| Subject mapping | Manual each time | Configured once |
| Learner matching | Manual verification | Automatic |
| Batch processing | One class at a time | All classes at once |
MyEncore SASAMS Integration Features
- One-click sync: Export all marks instantly
- Pre-validation: Catches errors before they reach SASAMS
- Smart mapping: Automatic subject code matching
- Audit trail: Track what was synced and when
- data sync: Import learners FROM SASAMS too
- Local support: SA team that understands DBE requirements
Tips for Successful SASAMS Submission
Timing
- Don't wait until the deadline - start submissions early
- Submit during off-peak hours (early morning) for faster processing
- Allow time for error correction before the deadline
Data Quality
- Sync learner data from SASAMS at the start of each year
- Use SASAMS subject codes consistently
- Verify marks are complete before attempting submission
Documentation
- Keep records of what was submitted and when
- Screenshot confirmation screens
- Save copies of exported files as backup
Term Submission Deadlines
SASAMS submission deadlines vary by province, but typically fall within:
- Term 1: Late March / Early April
- Term 2: Late June / Early July
- Term 3: Late September / Early October
- Term 4: Late November / Early December
Contact your district for exact deadline dates. Late submissions can affect your school's compliance status.
Make SASAMS Submission Effortless
Join schools using MyEncore for one-click SASAMS integration. Save hours every term and eliminate submission stress.
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Related Articles:
SASAMS Integration: Complete Guide for Schools
7 Common SASAMS Errors and How to Fix Them
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