The Report Card module is used to generate official learner progress documents for internal and external distribution. It consolidates academic marks, attendance records, and educator remarks into professional templates that can be printed or emailed directly to parents.
Reports > Learners > Marks and Achievements: Report Cards
To provide a finalized, professional representation of a learner’s academic standing for a specific term or year. This feature ensures compliance with Departmental requirements while allowing for school-specific branding and detailed feedback through integrated remarks.
Template Selection: Select a pre-configured template from the dropdown menu (e.g., Smiley/Pre-Primary, Primary, or High School).
Note: If you need to edit the template, have a look at the Report card Template setup manual under My School > Curriculum > Databases: Report card template (Click on the question mark next to the button for the manual)
Year, Term and Curriculum: Select the relevant academic year, term and Curriculum.
Promotion Results: For end-of-year reports, select the Promotion Mark (not Term 4 results) to ensure the system uses the correct promotion formulas.
Language: Choose between English, Afrikaans, or "Specific Tuition Language" for dual/parallel medium schools.
Print Report Card for: Choose between Register Classes, Register Classes by tuition Language, Current Learners, Left Learners, House Sport teams, and Select a specific tuition Language.
Attendance Cut-off: If your template includes attendance, set the date up to which the system should calculate absent totals, activate this by editing your report card template, under Format tab, go down to Print absent days.
Target Selection: Choose to generate reports for Register Classes, Current Learners, Left Learners, or Sport Houses.
Action: Click Generate Reports to produce a PDF batch for printing or downloading.
Navigate to the Email Reports button on the bottom.
Recipients: The system automatically identifies parents with valid email addresses who are marked "Receive Communication" in the learner's profile.
Personalization: Use placeholder tags (e.g., [Learner Name]) in the email body to customize the message.
Security: Access to this feature requires specific communication rights ("May release report cards via email").
The "Edit Chosen Template" function allows for deep customization across several tabs:
Letterhead: Choose between Standard, Digital (full-page background), or Provincial layouts.
Attendance: Configure the display of absent days, late arrivals, and school violations.
Marks & Weightings: * Choose assessment types: SBA, PAT, Exam, or Combined.
Set rounding decimals and choose whether to print Raw Marks or Weighted Percentages.
Level Control: Define if the report prints down to Subject, Task, or Assessment level.
Averages & Positions: Toggle the display of Class/Grade Averages and Learner Rank (Position).
Promotion Requirements: Circle marks below the threshold and define the Verdict/Endorsement description (e.g., "Promoted to Grade 10").
Remarks: Source educator comments from Curriculum > Remarks. You can adjust line heights and add space for parent signatures/comments.
Signatures: * Digital principal signatures must be uploaded by a Superuser under My School > General: Documents: Staff member signatures.
Configure signature alignment (Left, Center, Right) for Teachers, Grade Heads, and Principals.
Data Accuracy: Marks are pulled in real-time from the Curriculum module. Any changes to marks or weightings will be reflected immediately upon re-generating the report.
Historical Access: Reports can be generated for "Left" learners to ensure that records are available for learners who transfer mid-year.
PDF Generation: Reports are always generated in PDF format to prevent unauthorized editing of official academic results.
Promotion Formulas: You must select "Promotion Mark" for end-of-year results because term results do not apply the statutory weightings required for progression.
User Rights: If the "Email Reports" button is missing, you lack the specific Communication Right (Release report cards via email) or Program Right (2.1.2 Print report cards).
Locked Templates: Certain provincial templates may have locked fields to ensure compliance with specific government formatting regulations.