How do we handle report approvals and revisions?

Admins can proof reports and leave comments - EYFS: Only lead teachers can approve support teacher moments.

🔄 Report Approval & Revision Workflow

1. Draft Stage (Teacher Input)

• Teachers enter assessment data (summative results, observations, comments).
• Draft reports are automatically generated in POGO Progress.
• At this stage, reports are not final and should be reviewed internally.

👉 Tip: Encourage teachers to double-check comments for clarity and professionalism before submission.

2. Line Manager / Subject Lead Review

• Reports are sent to phase leaders, subject leads, or heads of year for checking.

  They review for:

  • Accuracy (data matches assessment results).
  • Consistency (tone, phrasing, formatting).
  • Alignment with school expectations (no vague comments like “doing okay”).
• They either approve or send back for revision.

👉 Tip: Use a clear internal deadline, e.g., “Teachers submit by Friday, Leads review by Wednesday.”

3. Senior Leadership / SLT Oversight

• SLT (Senior Leadership Team) checks a sample (not always every report).

  They look for:

  • School-wide consistency.
  • Professional tone across all year groups.
  • Evidence that progress and targets are clearly communicated.
• SLT approves for release or flags further edits.

4. Revision Process

• If revisions are needed:
  • Teacher gets the draft back with specific feedback (ideally via POGO’s communication or school email).
  • Teacher updates the report.
  • Report goes back to the reviewer for re-approval.
• This cycle continues until it meets standards.

👉 Tip: Limit revisions to two rounds max to avoid bottlenecks.

5. Final Approval & Locking

• Once approved, reports are marked final/locked in POGO Progress.

  After locking:

  • Teachers can’t make further changes.
  • The report is archived for records and prepared for parents.

6. Parent Release

• Reports are distributed to parents:
  • Via POGO Progress (if your school uses the parent portal).
  • Or exported as PDF/Word for printing/emailing.
• Parent meetings (if scheduled) are based on these final reports.

✅ Best Practices

• Create a simple approval flowchart so everyone knows the order (Teacher → Lead → SLT → Parent).
• Set hard deadlines for each stage to avoid end-of-term rush.
• Use version control: date-stamp each draft so staff can see the latest one.
• Automate notifications (if possible in POGO, or use email/Teams/Slack) so teachers know when revisions are requested.
• Train staff on what a “good comment/report” looks like (provide exemplars).

For report revisions,

🔄 Report Revision Workflow

1. Flagging the Revision

• Reviewer (Line Manager, Subject Lead, or SLT) checks the draft report.

  If an issue is found (typo, unclear comment, missing data, unprofessional wording), they:

  • Mark it as “Needs Revision” in POGO (if your school uses that workflow), or
  • Send feedback via email/Teams with the exact section(s) to change.

👉 Best practice: Always give specific instructions, not just “improve the comment.”

2. Returning for Edit

• Teacher gets the report back.

  The draft remains in the system as editable, but not final.

  Teacher corrects the identified issue(s) only.

  • Example: Replace “doing well” → “consistently meeting Year 4 expectations in maths, with strengths in problem solving.”

3. Resubmission

• Teacher resubmits the corrected report in POGO.
• The system updates the version (good for tracking changes).
• Reviewer receives a notification (or checks the list) to approve again.

4. Second Check

• Reviewer re-reads only the revised part (to save time).
• If corrected properly → Approve and move forward.
• If still not right → Send back again (but ideally no more than two rounds of revisions to prevent delays).

5. Locking & Finalisation

• Once the reviewer approves:
  • The report is locked in POGO.
  • Teacher can no longer make edits.
  • Report is queued for distribution (parent portal / print).

✅ Tips for Smooth Revisions

• Use a checklist: reviewers should tick off common issues (spelling, clarity, tone) before sending back.
• Set deadlines: e.g., “All revisions must be resubmitted within 48 hours.”
• Track versions: always know which is the latest draft.
• Feedback tone: keep it constructive — “Please expand on maths progress with specific evidence” works better than “This isn’t good enough.”
• Limit back-and-forth: aim for max 2 revisions before final approval.