Class List and Key Information Sheet

Who this is for

The class on one sheet, with what a cover teacher needs to know. Each pupil has a row: tutor group, the key adult or contact, a flag that says to ask the office before doing anything unusual, reading and other notes, and whether photo consent is on file.

Class teachers, form tutors and teaching assistants setting up a new class, and the cover and supply staff who inherit it for a day and need the list without the file.

What this helps you track

• Who is in the class and which tutor group each pupil belongs to
• The key adult, contact or named member of staff for each pupil
• Which pupils the office holds something on, without the detail leaving the office
• Reading and other classroom notes in the teacher's own words
• Whether photo consent has been recorded, as the school has it

How to use it

1. Write the class, the year, the teacher and the room at the top, and the date the sheet was last checked.
2. Add a row per pupil with the name and the tutor group, and the key adult or contact as your school names them.
3. Tick the see-office column where the office holds something that matters for the day. Do not write what it is — the flag sends a cover teacher to the right place and keeps the sheet safe to leave on a desk.
4. Use the notes columns for reading level or group, seating, equipment and anything else a teacher in the room would want to know.
5. Tick photo consent only from what the school has recorded, and check with the office if it is not clear.
6. Print a fresh copy whenever the class changes, and keep the browser version — it saves in your own browser — as the master.

Formats

• Printable PDF (A4 and US Letter)
• Fillable PDF with form fields
• Fill in online, saved in your browser

The printable is laid out inside a box that fits both A4 and US Letter, so the two files are identical and neither one is scaled. The fillable PDF has real form fields. The online version keeps what you enter in your own browser and builds the completed PDF on your device.

How to print

Download the A4 or US Letter file to match the paper in your printer, open it in a PDF reader and print at 100% — not "fit to page", which shrinks the writing space. Both files leave a 14 mm margin, which clears the unprintable edge on home printers. To print the online version with your entries in it, use the Print this sheet button, which prints only the sheet and none of the page around it. More on printing.

Questions

Why is there no column for allergies or medical needs?

Because that detail belongs in the school's own records, held and updated by the office, not on a sheet that sits on a desk. The see-office column tells a cover teacher there is something to ask about; the office tells them what.

What goes in the reading notes?

Whatever your school uses — a book band, a group name, a level from your own scheme — in your own words. The sheet does not supply a scale.

Can I use it as a register?

It is a list rather than a register. For a session-by-session register use the class attendance register; for a weekly tutor-group sheet with notes, the tutor group register.

Is the photo consent column a record of consent?

No. It is a note of what the school has recorded, copied from the office, so that nobody has to walk there before a photograph. The school's own record is the one that counts.