Overview

This document details how an Admin creates a Report Template as part of the school report set-up process. These instructions show you how to define the type and style of the report, attainment grade method and labels, attitude to learning labels and the subjects that will appear on a report template. The Report Template allows teachers to download pupil reports, which can be finalised in Word before sending them to parents.

Instructions

• Select School.
• Select Create a new template:
  
  The Create New Parent Report Template page opens:
  

• Enter a Name for your template. For clarity include the appropriate Phase, Year Group and Academic Year in the name.

  When doing this, do not use any special characters, for example, apostrophes, as the system will remove them from the template name - St Mary's Year 4 becomes St Marys Year 4.

• Select the report phase for your template from EYFS or Primary.
  • You can use one template for multiple year groups within EYFS / Primary.
  • If you want to use a different Attitude to Learning type or include different subjects for particular year groups, you should create a separate template for each group of children.
• Open Attainment Grades. Configure the labels and descriptions to use when displaying Attainment Grades in the report:
  
  
  • You may want to leave each of these as their default Summative Code and Summative Description (as they appear in Sonar Tracker) or you may want to customise them. Customising these will make it easier for parents to understand their child's attainment. Customisation can also be used to avoid an embarrassment resulting from internal assessment terminology, for example, it is easier to say that a pupil is "working towards the expected standard" than saying that the pupil has been assessed "below the standard".

  • Use one label for more than one code, for example, 'Expected' can be shown for any children assessed as 'Just At' and 'Securely At'.

  • You cannot have more labels than codes in the software.
• Define the Attitude to Learning Grades:
  
  
  • Select the attitude to learning label to display in the report (from Effort, Progress, Behaviour, and Other). If you select Other, enter the Attitude to Learning Label as you want it to be displayed in the report.
  • Enter your Label.
  • Enter your Description.
  • To create another, select Add Label.
  • Repeat the steps above until you have created all of the labels and descriptions you need. To ensure your changes are saved, select Add Label a final time when you have finished adding Labels and Descriptions (a blank entry will remain at the bottom).
  • Select the Subjects you wish to include and how they are to be included:
    
    

    When selecting subjects, the following options are available, based on whether they are Primary or EYFS report templates that are being created:

    Primary

    • Full - Will show summative and attitude to learning grades, a box for comments and targets*.
    • Lite - Will show summative and attitude to learning grades and a box for comments.
    • Grid - Will show summative and attitude to learning grade only.
    • Exclude this subject - This subject will not be included in the template.

    EYFS

    Due to some schools assessing Areas of Learning while others assess Aspects, in EYFS templates select either:

    1. Full - Will show summative and attitude to learning grades, a box for comments and targets*.
    2. Grid - Will show summative and Attitude to Learning grades only.

    * If you assess formatively by highlighting objectives in Sonar Tracker, a maximum of 3 objectives will be chosen to show as targets. See the Target notes section below to find out more.

• Save your template.

Outcome

Your report template has been configured and saved. Teachers can use this to create and download reports for their pupils, groups and classes. For further information see Sonar Tracker: How do I create pupil reports to send to parents?

Admin users can edit, preview and delete templates from School > Report Templates > Report Templates.

Target notes

• If you assess formatively by highlighting objectives in Sonar Tracker, up to three objectives will be chosen to show as targets. 
• Sonar Tracker will only choose objectives to use as targets from the band of the Year Group the child is in.
• Only one target per strand is included.
• Targets are selected from Working Towards (yellow) first, then Taught (red) across the different strands (where possible). 
• There is a limit of 140 characters per objective. Where an objective has more than 140 characters, it will not be displayed in the report as a target, regardless of whether it is assessed as Working Towards (yellow) or Taught (red).
• The total character limit for all objectives is 290 characters. If the total for three objectives exceeds this limit, the last selected objective will be removed to ensure the total stays within 290 characters for the report.
• Following export to Word review the objectives - these can be manually edited, removed or added to.

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Updated 01 July 2025 12:54