What this product means for your school

The Submission Support Plan is a structured support service where the OSM team manages and prepares your school’s weekly, monthly, and termly submission processes using data extracted from the d6 system and processed through SA-SAMS and Valistractor.

When your school signs up for this plan, an export time is agreed upfront to ensure accurate and timely submission processing.

Weekly submission (every Friday)

Your weekly submission is based on learner attendance and absentee data.

• Schools must ensure that all learner absences are captured by the agreed export time (for example, every Friday by 10:00).

• The OSM team then:

  • Exports the database from d6

  • Transfers the data into SA-SAMS / Valistractor

  • Generates the deployment letter and deployed database

  • Retrieves proof of submission via the Valistractor system

  • Packages all documents into a single folder

  • Zips the folder and emails it to the school

The school then uses this zipped folder for its official weekly submission requirement.

Monthly submission (SA-SAMS attendance)

The monthly attendance submission consists of the following documents:

• The deployed database

• The deployment letter

• The Monthly Attendance Report (SA-SAMS Report 3.3.15) in PDF format

Important information

• The OSM team will only complete your monthly attendance submission if a request is sent to osm@d6.co.za.

• The Monthly Attendance Report (Report 3.3.15) must be generated from SA-SAMS on the 1st day of every month.

• If the 1st falls on a weekend or public holiday, the OSM team will not be available to generate the report on that day. In these cases, it is the school’s responsibility to generate the Monthly Attendance Report directly from SA-SAMS.

• Schools on the Submission Maintenance Plan are welcome to request assistance from the OSM team; however, requests can only be attended to during normal working hours. For example, if the 1st falls on a Saturday or Sunday, the OSM team can only assist with or complete the submission from the Monday onwards.

For step-by-step instructions, see the SA-SAMS Monthly Attendance Report Guide (Report 3.3.15).

Termly submission & SA-SAMS schedules

At the end of each term, the OSM team will contact the school in advance regarding SA-SAMS schedule preparation.

• A form will be sent to the school to complete with the information required for schedules.

• Once received, the OSM team will generate the SA-SAMS schedules / term submission, then zip the folder and email it to the school.

Please note: SA-SAMS schedules are generated once per term by the OSM team, based on the agreed export date and time. After submission is completed, any further resubmissions become the school’s responsibility, unless pre-arranged.

Not included in this plan

• Editing learner data or attendance entries

• Allocating subjects to learners

• Fixing missing DOE subject setups

• Rebuilding school data after submission deadlines

These remain the school’s responsibility unless pre-arranged support is requested.

Important requirements

• All learners must have DOE subjects allocated before every Friday export.

• Attendance must be fully captured before the agreed export time.

• If learners do not have subjects allocated, the weekly submission cannot be processed.

• The OSM team will notify the school if the data is incomplete before export.

Important notes

• Export times are agreed before onboarding and must be followed strictly.

• If the school misses the export window, resubmission is not guaranteed.

• Any changes after export are the school’s responsibility to correct and resubmit.

• If urgent or special circumstances arise, schools may contact OSM in advance for assistance.

• All submission packs are compiled, zipped, and sent via email.

Frequently asked questions

What happens if learners do not have DOE subjects assigned?

Weekly submissions cannot be processed. The school will be notified to allocate subjects before the export can proceed.

Can OSM resend or redo submissions?

Generally no. Once the agreed export and submission process is completed, resubmission is the school’s responsibility unless prior arrangements have been made.

What if attendance is not captured before the Friday export?

The submission will be incomplete. Schools must ensure attendance is up to date before the agreed export deadline.

Can export times be changed?

Only if arranged in advance with the OSM team. Otherwise, the agreed schedule remains in place.

I have not received the email with the zipped weekly, monthly, or termly submission. What should I do?

Please reach out to us immediately. We will investigate the export and email delivery on our side, identify what caused the delay, and provide feedback to the school. If needed, we will escalate the matter internally so it is resolved as quickly as possible.

The export is slow or taking longer than expected. What now?

Please contact us so we can investigate immediately. We will check the export process, identify any delays, and escalate if required. Feedback will always be provided so the school is kept informed of progress.

Final note

This plan ensures the accurate, structured, and timely processing of weekly, monthly, and termly submissions using the d6, SA-SAMS, and Valistractor systems. All submission packs are compiled, zipped, and emailed, and accuracy depends on the correct school data being captured before the agreed export time.