Report Comments Workflow

End-of-term report comment system with AI assistance, moderation, and multi-level approval.

Table of Contents

• Workflow Overview
• Subject Teacher Comments
• AI-Generated Comments
• Form Teacher Comments
• Moderation & Approval Workflow
• Roles & Permissions

Workflow Overview

The Complete Process

Workflow Diagram

Subject Teacher Comments

Subject teachers write comments for each student in their teaching groups, covering performance in their specific subject.

Step 1: Access Report Comments

1. Click Reports in the main sidebar menu
2. Click Subject Teacher Comments
3. You'll see a list of your teaching groups

Step 2: Select Teaching Group and Term

1. From the dropdowns at the top:
   • Teaching Group: Select the group you want to write comments for
   • Term: Select the current term (e.g., Term 1, Term 2, Term 3)
2. Click Load Students
3. A table of all students in that teaching group appears

Step 3: Review Student Data

For each student, you'll see:

Step 4: Set Effort Grades

For each student, select effort levels from the dropdowns:

Step 5: Write Comments

In the comment text box for each student:

• Length: Aim for 2-3 sentences (50-100 words)
• Content: Reference specific achievements, areas for improvement, and effort
• Tone: Professional, constructive, and encouraging
• Personalization: Avoid generic comments - make each one specific to the student

Good Comment Example

Avoid Generic Comments

Step 6: Save and Submit

1. Save as Draft: Click Save Progress to save without submitting
   • You can return later to continue writing
   • Comments remain editable
   • Status shows as Draft
2. Submit for Moderation: Click Submit All when ready
   • Comments are sent to your Department Head for review
   • Comments are locked (you can't edit until approved/rejected)
   • Status shows as Awaiting Approval

AI-Generated Comments

To save time, Craft Cart can generate comment suggestions using AI based on student performance data.

How AI Comments Work

The AI analyzes:

• Coursework marks from markbook
• Exam marks
• Overall percentage and grade
• Effort grades you've selected
• Student's gender (for correct pronouns)
• Subject name and teaching group

Generating AI Comments

1. After loading students and setting effort grades, click Generate AI Comments at the top
2. The system processes all students (this may take 30-60 seconds)
3. AI-generated comments appear in the comment boxes
4. Review each comment carefully

Editing AI Comments

Always edit AI-generated comments! They are suggestions, not final text.

• ✅ Do: Personalize with specific examples from your lessons
• ✅ Do: Add context that the AI can't know (e.g., "John missed 2 weeks due to illness")
• ✅ Do: Adjust tone to match your teaching style
• ❌ Don't: Submit AI comments without reviewing them
• ❌ Don't: Use AI comments for all students without any personalization

AI Comment Example

Form Teacher Comments

Form teachers (class teachers) write overall comments summarizing each student's progress across all subjects.

Accessing Form Teacher Comments

1. Click Reports in the sidebar
2. Click Form Teacher Comments
3. Select your Academic Class and Term
4. Click Load Students

What You'll See

For each student in your class:

• Overall Average: Average across all subjects
• Subject Breakdown: List of all subjects with grades and teacher comments
• Attendance: Percentage for the term
• Conduct Summary: Average effort grades from subject teachers
• Form Teacher Comment Box: Where you write the overall comment

Writing Form Teacher Comments

Your comment should:

• Summarize Overall Performance: Reference their performance across subjects
• Highlight Strengths: Mention subjects/areas where they excel
• Identify Areas for Improvement: Note subjects needing more focus
• Comment on Attitude: Behavior, effort, engagement
• Include Personal Touch: Acknowledge achievements, growth, or challenges
• Set Targets: Specific goals for next term

Example Form Teacher Comment

Submitting Form Teacher Comments

1. Write comments for all students in your class
2. Click Save Progress to save drafts
3. Click Submit All when ready
4. Comments are sent to the Year Head for approval

Moderation & Approval Workflow

Why Moderation?

The approval workflow ensures:

• ✅ Comments are professional and appropriate
• ✅ Spelling and grammar are correct
• ✅ Feedback is constructive and helpful
• ✅ Comments align with school standards
• ✅ No offensive or inappropriate language

Department Head Moderation (Subject Comments)

Accessing Moderation Dashboard

1. Click Reports in the sidebar
2. Click Moderate Comments
3. Select Department and Term
4. Click Load Comments

Reviewing Comments

You'll see all comments submitted by teachers in your department, organized by teaching group.

For each comment, you can:

Rejecting Comments

When rejecting a comment:

1. Click Reject
2. A modal appears asking for Rejection Reason
3. Enter specific feedback (e.g., "Please add specific examples of coursework" or "Spelling error: 'recieve' should be 'receive'")
4. Click Submit
5. Teacher receives notification with your feedback
6. Teacher can edit and resubmit

Year Head Moderation (Form Teacher Comments)

Year Heads follow the same process but for form teacher comments:

1. Navigate to Reports → Moderate Comments
2. Select Year Group and Term
3. Review form teacher comments for all classes in your year
4. Approve, reject, or edit each comment

Bulk Actions

For efficiency, moderators can use bulk actions:

• Select All: Checkbox at top of table
• Approve Selected: Approve multiple comments at once
• Filter by Status: Show only Pending, Approved, or Rejected comments

Roles & Permissions

Comment Statuses

Best Practices