Staff handoff
Class assignment report template
An editable staff report for recording final class assignments, balance checks, and review decisions.
DOCX report
Download the report DOCX
Download the blank, editable Word file without submitting an email address. Read the completed example on this page, then add your school details and save a working copy.
Download DOCXFile: shibutz-class-assignment-report-template.docx
Blank template structure
Completed example
Fictional completed example: a Grade 3 team reviews draft v3 for 65 students in three classes. Class labels, dates, and decisions are invented; this is not a school record or a Shibutz result.
Keep this summary at class level. Store identifiable rosters and individual support instructions separately, with access limited to authorized staff. A family letter should not include this internal report.
The download remains a blank, editable DOCX. This completed example is shown here for reference; it is not prefilled into the file.
Report setup and class-level notes
Grade / cohort: Grade 3. School year: 2026-27. Prepared by: placement coordinator. Review meeting date: 12 June 2026. Assignment version: draft v3. Status: held for one support-schedule check.
- Class A
- 22 students; limit 24. Roster count and required placements checked. No capacity change proposed.
- Class B
- 22 students; limit 24. Support timetable still needs confirmation before approval.
- Class C
- 21 students; limit 22. Smaller room limit retained. Do not move a student here just to make all totals equal.
Evidence reviewed and decisions
The team compared class sizes, gender totals, and the available scale summaries against the current roster. Teacher observations were reviewed separately; averages alone cannot show whether two students need adult support at the same time.
All recorded required placements and separation pairs were checked against draft v3. One student has no requested peer in the proposed class. The counselor will review a transition plan rather than promising that every friendship request can be met.
Staff handoff and sign-off
Changes approved after review: keep the 22 / 22 / 21 distribution and retain the smaller-room limit. Open question: can the planned adult support cover the first lesson in Class B? Follow-up owner: support coordinator; due 15 June. No family notices until that question is resolved.
Principal sign-off: pending. Counselor / support sign-off: pending timetable confirmation. After approval, the placement coordinator will export the reviewed version, archive the superseded draft, and send each teacher only the roster and support information they need.
Move from internal sign-off to family communication only after the open questions are closed. Prepare the parent notification letter.
- Best for
Principals and leadership teams
You need a short record of how class lists were reviewed. Staff need the reasoning behind final placement decisions. School leaders need one record of the final review.
- Inside
What the file includes
Grade-level summary prompts, Per-class review notes, Balance discussion checklist, Staff sign-off section
- Shibutz fit
How it connects to placement software
After Shibutz generates placement results, use the report template to summarize review notes and decisions before sharing final lists.
How to use it
- Download the template and make a school copy.
- Use the fictional example as a reference, then fill in the blank fields with only the details your team needs.
- Keep student notes objective and limited to placement needs.
- Use Shibutz for the class lists, constraints, and final results.
Related resources
Follow the class placement guide
Read the related guide or open the tool.
Understand placement results
Read the related guide or open the tool.
Export final assignments
Read the related guide or open the tool.
Estimate placement workload
Read the related guide or open the tool.
Parent notification letter template
An editable family letter that explains class assignments without sharing information about other students.
Ready to build the class lists?
Use these files to collect staff input and record sign-off. In Shibutz, generate draft class lists and review their statistics. Pro adds Excel export for staff handoff.
Common questions
Is this meant for parents?
No. This report is for internal staff review. Use the parent notification letter when you need family-facing language.
Can this replace the Shibutz results view?
No. It is a handoff template. Shibutz still gives the live placement statistics and export file.