📤 SayPro Submission Process
Title: Submit the completed project proposal, research documents, and pitch video by the deadline
🎯 Purpose
The purpose of this process is to ensure that all participants in SayPro competitions, innovation programs, and development projects submit their final materials in a clear, complete, and timely manner. Submitting by the deadline ensures that each entry can be equitably reviewed, evaluated, and considered for awards, recognition, funding, or implementation.
🧾 1. What Must Be Submitted
Participants are required to submit a complete package consisting of the following:
| Document/Material | Description |
|---|---|
| ✅ Project Proposal Document | A full write-up explaining the innovation, its purpose, methodology, and implementation plan, using the SayPro template. |
| ✅ Research Documentation | Supporting studies, data, literature review, test results, and references that validate the innovation’s scientific or practical foundation. |
| ✅ Pitch Video (max 5 minutes) | A concise and engaging video that explains the problem, the solution, and its impact. |
| ✅ Pitch Script (optional) | The transcript of the pitch video (for accessibility and review). |
| ✅ Prototype Photos or Diagrams (if applicable) | Visual representations of the product or system, especially for physical or technical innovations. |
📆 2. Submission Deadline Policy
- Submission Deadline: [Insert official deadline, e.g., August 30, 2025, 23:59 SAST]
- Late Submissions Policy:
- Late entries will not be accepted unless a formal extension has been approved.
- Participants must submit extension requests at least 72 hours before the deadline via mentorship or SayPro support.
🌐 3. Submission Platform
All final submissions must be uploaded through the SayPro Online Submission Portal, available at:
🔗 https://portal.saypro.org/submit
Participants will receive a unique submission ID and login credentials after registering for the program or competition.
📁 4. File Format and Naming Conventions
To ensure consistency, all files must be named and saved in the following format:
| File | Naming Example | Accepted Formats |
|---|---|---|
| Proposal Document | SayPro_Proposal_ThuliMokoena_AgriPump2025.docx | DOCX or PDF |
| Research Docs | SayPro_ResearchDocs_ThuliMokoena.pdf | |
| Pitch Video | SayPro_PitchVideo_ThuliMokoena.mp4 | MP4 (max 200MB) |
| Script (optional) | SayPro_PitchScript_ThuliMokoena.docx | DOCX or TXT |
| Images | SayPro_Photo1_ThuliMokoena.jpeg | JPEG or PNG |
📋 5. Checklist Before Submission
Before clicking “Submit,” participants must ensure:
✅ Project proposal is fully completed using the SayPro template
✅ Research documentation is attached and correctly cited
✅ Pitch video is no longer than 5 minutes and plays clearly
✅ File formats are correct and files are named properly
✅ All materials are uploaded in the correct sections on the portal
✅ You’ve reviewed everything for grammar, clarity, and completeness
✅ You’ve clicked the final “Submit Project” button and received confirmation
📨 6. Submission Confirmation
Upon successful submission, the system will:
- Display an on-screen confirmation message
- Send a confirmation email with:
- Your submission receipt
- Your project ID
- A link to view or update the submission (if changes are allowed before deadline)
- SayPro support contact information
If you do not receive a confirmation email within 30 minutes, you must contact:
📧 submissions@saypro.org
📞 +27 800 727 776
🧑💼 7. Roles and Responsibilities
| Role | Responsibility |
|---|---|
| Participant | Ensure all materials are accurate, complete, and submitted before the deadline |
| Mentor | Review participant’s work and offer final feedback before submission |
| SayPro Program Officer | Monitor incoming submissions and address technical issues |
| IT Team | Maintain portal access and support participants in uploading materials |
🛠️ 8. Technical Support and Troubleshooting
- If you face upload issues:
- Compress large video files using HandBrake or online video compressors.
- Clear browser cache or try a different device.
- Use SayPro’s offline submission alternative (USB or DVD drop-off at local office) in rural areas.
- Technical support hours:
🕘 Monday–Friday, 08:00–20:00 SAST
📧 techsupport@saypro.org
📌 9. Optional: Submission Drop-In Clinics
SayPro may host “Final Submission Support Clinics” (virtual and physical), where staff help participants finalize, format, and upload their materials before the deadline. These are open:
- 3 days before the deadline
- 09:00–17:00 at SayPro Regional Offices
- Zoom support for remote participants
🎯 10. Final Note
Submitting your complete and polished project by the deadline is the final step in showcasing your innovation to the world. It reflects your commitment, discipline, and readiness to scale your solution and compete at a professional level. SayPro values and rewards punctuality, accuracy, and thorough documentation.
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