End-of-term report-card checklist for Ghana schools

A final review before reports go home

A correct total is only one part of a useful terminal report. The student details, attendance, remarks and delivery details also need a final check. Use this checklist alongside your school’s own approval process; adapt the items to the report format and class level you use.

Work through one sample report from each class before approving the full batch. Include a pupil with missing assessment data and a pupil close to a grade boundary so those cases are reviewed deliberately.

1. Confirm the student and term details

• Check the pupil’s name and identifier against the class roster, especially where two pupils have similar names.
• Confirm the class, academic year and term on both the score sheet and the report.
• Check the school name, logo and contact details on the report template.
• Resolve transfers and duplicate roster entries before computing class positions.

2. Review the marks before calculating results

• Check that every expected subject has the required assessment and exam entries.
• Investigate blank marks and absences rather than silently replacing them with zero.
• Compare a sample of captured scores with the original marked sheets, including handwriting that was difficult to read.
• Confirm each assessment’s maximum marks and the approved class/exam weighting.
• Check unusually high or low marks and any scores outside the allowed range.

3. Verify totals, grades and positions

• Recalculate a sample of weighted totals, including a result near a grade boundary.
• Confirm the grade bands and rounding rules for the relevant level and subjects.
• Review how tied scores and missing subjects affect positions under the school’s policy.
• Where aggregates are used, confirm the included subjects and calculation rules.
• Check that any score correction has been reflected in the final report.

4. Read the full report as a parent would

• Check attendance against the register and the number of possible school days.
• Make remarks specific to the pupil’s work and give a clear, practical next step.
• Review drafted comments for accuracy and tone before approving them.
• Confirm required signatures and the next term’s reopening date, where included.
• Preview the printed or PDF layout for clipped names, missing subjects and unreadable text.

5. Approve and deliver the right report

• Have the responsible teacher or school leader complete the final review.
• Confirm the guardian contact and the school’s approved delivery arrangements.
• Send each report only to its intended recipient; avoid distributing a whole-class file to parents.
• Check failed deliveries and provide the school’s alternative collection process.
• Retain the approved version and a clear record of later corrections.

Keep corrections traceable

If a parent or teacher spots an error after release, check the source record, make the approved correction, and regenerate the affected report. Make it clear which version is current. A brief internal record of the reason helps the next reviewer understand what changed.

For a quick arithmetic check, use the SBA score calculator. To bring score review and report creation into one workflow, see the report card system.