How to generate report cards
From a class with marks entered to a printed set of report cards, in the order that gets it right first time.
This walkthrough takes one class from entered marks to printed report cards. It crosses the Exam module's screens, so use it as the running order and follow the links for detail on any step.
Prerequisites
- The exam exists and the class is set up on it, showing Active. See Setting up a class exam.
- Teachers have entered marks for the class.
- You have access to Exam > Marks & Evaluation and Exam > Reports & Exam Docs.
- Fee clearance, if your school uses it. Report card can be printed after withholds the card from students with outstanding fees on the installment it names.
Expect this to take one sitting per class. Doing steps 2 and 3 properly is what stops you reprinting later.
Step 1: Check every subject has its marks in
- Go to Exam > Marks & Evaluation.
- Open Advance Filter, pick the session, term, campus, class, section, and exam, and click Submit.
- Read the STATUS column. You want every row on Submitted.
A row on Pending means nobody has entered that subject yet. A row on In Progress means some students have marks and some don't, which is the one that quietly ruins a print run. Chase the teacher for those subjects before you go further.
Nothing here waits on you to approve it. Submitted means the marks are all recorded, not that anyone signed them off.
Step 2: Read the tabulation sheet
This is the check that catches problems while they're still cheap to fix.
- Go to Exam > Reports & Exam Docs and open Tabulation Sheet.
- Pick the session, term, campus, and class, then the shift and section if they apply, then the exam.
- Click Search. The sheet opens in a new tab.
Read it for four things:
- Blank cells where a mark should be.
- Students missing from the list altogether.
- Totals that don't match what the teacher recorded.
- Grades or fails that look wrong for the marks beside them.
Fix anything you find at its source. A missing mark goes back to marks entry. A wrong total or an unexpected fail usually traces to the exam setup, not the marks. Troubleshooting exam results works through each of those.
Then reload the tabulation sheet and confirm it's clean before moving on.
Step 3: Write the class teacher's remarks
Remarks print on the report card, so they have to be in before you print, not after.
- Go to Exam > Remarks & Comments.
- Pick the session, term, campus, class, section, and exam, then click Submit.
- Open the class's row and work down the student list, writing a remark for each.
The progress column tells you how many students are still without one. See Writing report card remarks for what makes a good remark.
Step 4: Print the report cards
- Go to Exam > Reports & Exam Docs and open Transcript.
- Use the Group Transcript tab.
- Pick the session, term, campus, and class, then the shift and section if they apply, then the exam.
- Click Search.
The cards open as a PDF in a new tab, one per student. Print or save the whole set in one go, so every card in the class carries the same data.
If nothing opens, your browser blocked the tab. Allow pop-ups for the site and search again.
Step 5: Print what the office needs
Two more reports usually go with the cards:
- Merit List for positions. Failing students show a dash instead of a rank, which is intended.
- Pass and Fail List for the counts. Report Scope switches it between Class Wise and Section Wise.
Both are on the same Reports & Exam Docs page and take the same filters.
After you print
Students can open their own report card when they sign in, by picking their class and exam. You don't need to send it to them.
If you change a mark after printing, the results recalculate and the printed cards are out of date. Reprint the affected students and tell whoever received the old copy.
FAQ
Can I print report cards while one subject is still missing marks? You can, but the card prints an incomplete result. Wait until Marks & Evaluation shows every subject as Submitted.
The transcript is empty for a class that clearly has marks. Check the tabulation sheet. If that has data too, look at Report card can be printed after on the exam, which withholds cards from students with outstanding fees.
Can I print for one section at a time? Yes. Pick the section on the Group Transcript tab. Leave it blank to cover the whole class.
Do I have to write a remark for every student? FEMS doesn't stop you printing without them, but a card with a blank remark is what parents notice. The progress count on Remarks & Comments tells you who's left.
A student's card looks wrong after I fixed their mark. Give the calculation a few seconds, reload the tabulation sheet to confirm the fix landed, then reprint that student.