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. Subject teachers preparing several classes can use the teacher SBA workspace. To bring score review and report creation into one school workflow, see the report card system.