Report Card Preparation Checklist

Report card day is one of the most operationally demanding events in the school calendar. Last-minute grade entry, missing scores, system errors, and printing delays can turn it into a crisis. This checklist provides a systematic process for preparing, validating, and distributing report cards — from the moment exams end to the moment reports reach parent hands. It is designed for the African school context where report cards often follow specific ministry formats, include continuous assessment scores, and must be signed by class teachers and the headteacher.

For: Examinations coordinators, class teachers, academic registrars, ICT coordinators, and headteachers responsible for generating and distributing end-of-term reports. · When: Start this checklist 2 weeks before the scheduled report card date. Some steps, especially CA score collection, should begin during the term rather than at the end.