Set up subjects, classes and the exam type first, then build the date sheet for each class in the Examinations & Results module and print it. Roll number slips and exam halls are on the same menu.
What is a date sheet and what must it contain?
A date sheet is the timetable of an examination. For each class it lists which subject is held on which day, and usually the start time, the duration and any instructions for students.
A good date sheet is easy to check. Students should not have two papers on one day unless the school intends it, and teachers should be able to see which papers they must invigilate.
- Class and section the sheet applies to
- Exam name, for example Mid-Term or Final
- Subject, date and day for every paper
- Start time and duration
- Notes such as items allowed in the hall
What should you prepare before making the date sheet?
The date sheet depends on setup that most schools already have. Check it before you start, so the sheet does not have to be rebuilt later.
- Classes and sections are created for each campus in School Setup
- Subjects and subject groups are defined and attached to the classes
- The exam type (monthly test, mid-term, final or a custom type) exists, with its weightage if it counts towards a term total
- Holidays and closed days are known, so no paper falls on them
- Optional or elective subjects are allocated to the right students
How do you make a date sheet step by step?
In EDUBase, date sheets are part of the Examinations & Results module. You build one per class and print it. The steps below describe the usual order of work.
- Open the Examinations menu and go to the date sheet option.
- Choose the class, and the exam the sheet is for.
- Enter each subject with its date and time.
- Review the sheet for clashes and for papers placed on holidays.
- Save it and print the date sheet for that class.
- Repeat for the other classes, then hand copies to teachers and families.
How do you avoid common date sheet mistakes?
Most errors come from planning, not from software. Decide the order of subjects with the heads of department before anyone enters dates.
Leave a gap after heavy subjects where the timetable allows. Keep the same paper time for all sections of a class, so invigilation is simple.
If several classes sit in the same hall, check the hall plan at the same time as the dates.
- Compare the sheet against the school calendar
- Have a second person read it before printing
- Do not change dates after sharing without informing every family
- Keep a printed copy with the examination office
What comes after the date sheet?
Once dates are final, the next jobs are exam roll numbers, hall allocation and roll number slips. EDUBase offers Roll number slips and exam halls on the same menu, so students receive their roll number and hall together.
After the exams, marks go into award lists, and result cards are printed in the school's branding. Marks can be hidden in the Parents App until you choose to release them, for example at the PTM.
Which method of making a date sheet suits your school?
The table compares the common ways of making a date sheet. The right choice depends on how many classes and campuses you run.
Ways to prepare an exam date sheet
| Method | How it works | Best suited to | Main risk |
|---|---|---|---|
| Handwritten chart | Drawn on paper or a board and photocopied | A very small school with few classes | Errors and rewriting when dates change |
| Word or Excel table | Typed by hand for each class and printed | Schools with a few classes | Clashes are not checked and each class is repeated by hand |
| Examinations module in EDUBase | Built per class and printed from the same system that holds classes and subjects | Schools and groups that want one source of data | Setup of classes and subjects must be done first |
| Outsourced printing | A press prints a design the school supplies | Schools wanting a formal look | Late changes are costly |
Related modules
- Examinations & Results — From subjects and grading policy to award lists, result cards and date sheets.
- Examination Reports & Teacher Performance — Class results at every angle, plus a teacher-by-teacher view of exam outcomes.
- School Setup & Multi-Campus — Campuses, classes, sections, sessions, academic year and reference lists, set once and reused everywhere.
- Student Management & Admissions — Every student record, from first enquiry to leaving certificate, in one place.
- Certificates, Cards & Print Designs — Student cards, certificates, letters and every printout in your school's own branding.
- Parents App Controls — See adoption, control what unpaid families see, and manage parent logins from the web portal.