Using the School Report Writer safely

The report writer is built so that pupil data stays with you. This page explains what is stored, where, and the few habits that keep it safe.

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What we never see

Classes, pupils, marks, notes and reports are stored only in the browser you use, on your device, in a database called classfern-reports. They are never sent to Classfern, never shown to advertisers (there are no adverts in the tool) and never included in Classfern Pro sync, which copies lesson plans only. The pages of the tool load no code from other companies.

What to enter, and what never to enter

• Do: a number or code for each pupil (safest), or first names or initials if your school allows it; marks, attendance percentages, targets, short notes about learning.
• Never: surnames, dates of birth, addresses, medical or SEN diagnoses, safeguarding concerns or details of behaviour incidents. The forms remind you, and warn you if a note looks like it contains these.

Daily notes are not for safeguarding

Quick notes are for learning ("great effort", "homework missing"). Not for safeguarding concerns – report those straight away through your school's safeguarding procedure / DSL.

The name key

If you want full names on printed reports, keep a separate file of code,name lines (for example 07,Sam) somewhere your school allows. Load it only when you print or export. It is held in the page's memory, never saved, and forgotten when you leave or reload the page. Names appear only in what you print or download.

Backups and passphrases

Because nothing is stored with us, clearing your browser's data or losing the device would lose your classes. Download an encrypted backup regularly (Backup and safety). The file is encrypted in your browser with AES-256, using a key made from your passphrase (PBKDF2 with 600,000 rounds). Choose a long passphrase. We cannot recover a lost passphrase, and nobody can open the file without it. A plain CSV of marks is also available; it is not encrypted, so store it only where your school allows.

Sending reports to your head teacher

1. On the Reports tab, mark reports as ready, then choose Make review pack and set a passphrase. The pack holds only the reports, unless you tick "raw marks" or "daily notes".
2. Email the file through your school email account. Tell your head teacher the passphrase separately, in person or by phone, never in the same email.
3. They open it on our free head teacher review page (no account needed). It works entirely in their browser and saves nothing. They add comments, mark each report Approved or Please change, and download a return file. They can also print the reports.
4. Import the return file on the Reports tab. Approved reports become Finished; any requested change appears on that report for you.

Shared and school computers

Use your own device or your own browser profile. Anyone who can use your browser profile could open the tool's data, so lock your device, and on a shared computer delete the data when you have finished (Backup and safety, Delete all pupil data on this device).

End of the year

Keep pupil data only as long as you need it. After the school year ends, the tool reminds you to take a final backup if your school wants one, then archive or delete each class.

Ask Fern (coming later)

A future "Polish with Ask Fern" button may suggest wording. When it arrives it will send only the comment text, with the pupil's reference replaced by "[Pupil]", and nothing else from the tool. It is switched off for now.

Your school's policy comes first

Your school (or district) is responsible for pupil data, as the data controller. Check its data protection policy, and ask your data protection lead if you are unsure whether you may keep marks and notes on your device. This page describes how the tool works; it is not legal advice.

Browser storage used

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