A smooth term is mostly decided in the first week. Schools that set things up before classes begin spend result week reading report cards; schools that do not spend it fixing mistakes. Use this checklist each term. It works on paper, in Excel or in a school system like StudyPat.
Last updated 21 October 2026 · about 5 minute read
Before the term starts
- Create the session and its three terms with their dates (for example 2026/2027), and make the new term the current one.
- Confirm your students. Add new students and make sure leavers are marked, so your class lists and fee figures are accurate.
- Set the term’s fees for every class, and decide your rules for part payments and discounts.
- Check subjects and teachers. Every subject for every class needs a teacher, and every class needs a class teacher.
- Confirm your scoring. Decide the CA and exam split (for example CA 30 and Exam 70) and check that it adds up to 100. Check your grading scale has no gaps.
- Build the timetable so no teacher is in two classes at once.
- Tell parents the term dates, the fee amounts and how they will see results.
During the term
- Take attendance through the term, or enter each student’s days present at the end, one total for the class.
- Enter CA scores as they happen, not all at the end. Teachers who enter scores weekly never face a mountain of marking in result week.
- Watch fee balances with a weekly look at the outstanding list, so you remind parents early instead of at exam time.
- Hold a mid-term check. Look at which classes have scores missing and which teachers need a reminder.
- Keep parents informed with announcements, so fewer questions come to the office.
At the end of the term
1
Finish all scores
Check every subject has scores for every student. Look for blanks, and for any score above its maximum.
2
Class teachers write remarks and rate personal qualities
Use one remark per grade band and apply it to the class, then adjust individual children. Rate punctuality, neatness and similar qualities.
3
Check the broadsheet
Read the totals, averages and positions for each class. Fix errors before anyone outside the school sees them.
4
Publish results
Release class by class, once you are happy. Decide in advance whether results are held until fees are cleared, or until a parent enters a scratch card.
5
Print or share report cards
Print them or let parents open them on their phones. Keep a copy of each term’s results.
At the end of the year
Promote students to the next class, leaving repeaters behind, and graduate the final class. Check that students keep their arm when the next class has an arm with the same name, which is another reason to name arms the same way every year. Past report cards and transcripts should still show the class a student was in at the time.
Setting this up in StudyPat? The dashboard gives a “do this next” suggestion at each stage, and the Results page shows how far each class has got.
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