Tutor Group Register and Notes

Who this is for

A week of the tutor group on one sheet. Each pupil has a row, each day a tick, and the days present are counted along the row; the notes column holds what the tutor needs to remember about the week.

Form tutors and pastoral staff who see a group every morning and need a weekly sheet with room to write, rather than a session register with none.

What this helps you track

• Who was in on each day of the week, at a glance
• How many days each pupil was present, counted for you
• The number of pupil-days across the group for the week
• Notes per pupil — a message home, a slip, something to follow up — beside the ticks
• A week's sheet to take to a pastoral meeting

How to use it

1. Write the tutor group, the tutor, the room and the week beginning at the top.
2. Add a row per pupil, or print the sheet with the names already typed in the browser version and use the same copy every week.
3. Tick each day the pupil is present. The days-present column counts the ticks in the browser version and the workbook; on paper, count along the row.
4. Write in the notes column as the week goes — a note home, a uniform reminder, a form still to come back.
5. Read the summary at the foot for the group's attendance count for the week.
6. File each week's sheet, or save the browser version in your own browser, so a term's pattern can be looked back over.

Formats

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

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 workbook uses plain formulas only — SUM, IF, COUNTIF and the like — so it opens in Excel, LibreOffice and Google Sheets without anything breaking, and every calculated cell is grey so you can see which figures it worked out.

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

How is this different from the class attendance register?

That register records a lesson at a time across many sessions. This is one week for a tutor group, with a tick per day and room to write notes beside each name.

Is this the school's official register?

No. Your school's own system is the record that counts; this is the tutor's working sheet. Check what your school requires of you and use this alongside it.

What if a pupil is absent for a reason?

Leave the day unticked and write the reason in the notes if it is appropriate to. Anything sensitive belongs with the office, not on the sheet.

Can it be used for a club or a small group?

Yes — any group that meets on several days a week fits the columns. Rename the tutor group field in your head and carry on.