Guide
Assessment records and academic history in Catalonia: what Decree 175/2022 says.
Reviewed on
The short answer
In primary and lower secondary (ESO), the official assessment documents are the end-of-year record, the pupil file and the academic history, plus the end-of-primary report, the guidance report in Years 2 and 4 of ESO and, if a pupil leaves mid-year, the transfer report. The head approves all of them and the school secretary keeps them.
The end-of-year record lists the class, the result in each subject as AE, AN, AS or NA with its equivalent (Excellent, Very good, Good or Fail), and the decision to move up or repeat the year. In primary the class tutor signs it; in ESO, every teacher of the class.
The academic history covers the whole stage, is handed to the family when the pupil finishes it and travels with the pupil if they change school. Records are kept permanently.
Which documents are official
Decree 175/2022, art. 28 lists them. In primary: the end-of-year assessment records, the pupil file, the academic history, the end-of-primary report and, where relevant, the transfer report. In ESO: the records, the pupil file, the academic history, the guidance report in Years 2 and 4 and, where relevant, the transfer report.
The head approves all of them with their signature. They stay at the school, available to the education inspectorate, and the person acting as school secretary keeps them and issues certificates from them (art. 28.4 and 28.5).
The Department of Education produces the templates and makes them available to schools (fourth additional provision). The academic history and the transfer report must follow them, as they guarantee pupils can move anywhere in Spain (art. 28.3). The national framework is Royal Decree 157/2022 for primary and Royal Decree 217/2022 for ESO.
What the end-of-year record must contain
There is at least one assessment meeting each term, and the class tutor takes minutes of what is agreed (art. 24.7 and 24.10). Those minutes are internal. The official record is a different document: the end-of-year one, completed for each class and closed at the end of the ordinary teaching period (art. 29.1).
At the very least it lists the pupils in the class, the result in each subject, learning area or cross-curricular project, and the decisions to move up or repeat. If a pupil has an individual support plan, the record refers to the assessment criteria of that plan (art. 29.4). Results are written as achievement levels and, to match the national rules, with their equivalent too (art. 29.2 and 29.3):
| Level | Equivalent on the record |
|---|---|
| Excellent achievement (AE) | Excellent (Excel·lent) |
| Very good achievement (AN) | Very good (Notable) |
| Satisfactory achievement (AS) | Good (Bé) |
| Not achieved (NA) | Fail (Insuficient) |
Who signs the record
- In primary, the class tutor, with the head’s approval (art. 29.5).
- In ESO, every teacher of the class, with the head’s approval (art. 29.6). In a secondary class that means one signature for each teacher who teaches it.
- The approval is not a separate step: the head approves every official assessment document (art. 28.4).
Moving up, repeating a year and the ESO certificate
In primary, pupils move up automatically from Years 1, 3 and 5. Keeping a pupil back in Year 2, 4 or 6, or in any year of ESO, is exceptional: the teaching team decides together, giving particular weight to the tutor and hearing the family, and it can only happen once per stage (art. 24.14, 24.15 and 24.17).
In ESO, pupils move up if they have passed every subject, or if they have failed one or two and the teaching team considers that this does not stop them following the next year (art. 24.14).
The lower secondary certificate goes to pupils who, in the teaching team’s view, have achieved the competences of the stage. If some are not achieved, the team can still award it with a two-thirds majority, and this must be reflected in the official assessment documents (art. 26).
The pupil file and the academic history: what each is for
| Document | What it holds | Where it goes |
|---|---|---|
| Pupil file (art. 30) | Opened when the pupil joins the school, it builds up results, promotion decisions, support measures, the support plan if any and the teaching team’s notes. | It stays at the school where the studies were done, available to the inspectorate. |
| Academic history (art. 31) | The whole stage: subjects taken, support measures, results, moving up and repeating, changes of school and, in ESO, the guidance report. It certifies the studies and carries the head’s approval. | Handed to the family, or to the pupil if an adult, at the end of the stage, with a copy sent to the new school when it asks. |
If the pupil moves to a region of Spain where Catalan is not an official language, the academic history must be written in Catalan and Spanish, and if the documents are to take effect outside Catalonia, marks are given with their equivalent (art. 31.7 and 31.8).
How long they are kept, and the RALC
The Department of Education requires registers, records and certificates to be kept permanently, and academic histories to be kept until they are handed to the pupil or sent to another school. Everything else follows the official retention schedules.
The documents may be electronic if their authenticity, integrity and preservation are guaranteed, with data protection safeguards, and the electronic pupil file must meet the national interoperability framework (art. 35.2 and 35.3).
Separately, every school in Catalonia, including state-funded and private ones, must register its pupils in the Catalan pupil register (RALC), which gives each pupil an identifier for their whole school life, and keep their ESO academic data up to date there.
Frequently asked questions
Do we have to put numerical marks on the official record?
The decree does not ask for them: each subject’s result is written as the level (AE, AN, AS or NA) and its equivalent. The ESO averages recorded in the RALC for admissions are a separate matter.
Who has to sign the record for a Year 3 ESO class?
Every teacher of the class, and then the head adds their approval. In primary, the class tutor and the head’s approval are enough.
Can a primary pupil repeat a year twice?
No. Repeating a year is exceptional and can only be decided once per stage. Year 4 of ESO has an exception: a pupil who has not repeated before may repeat it twice if the teaching team sees fit.
When is the academic history handed to the family?
At the end of each stage: to the parent or legal guardian, or to the pupil if an adult. If the pupil moves from primary to another school for ESO, that school asks for a copy, together with the end-of-primary report.
A pupil is moving to Zaragoza mid-year. What do we send?
The transfer report, completed by the class tutor, with the results of the assessments done and the measures applied, in Catalan and Spanish and with marks given as their equivalent. When the new school asks, a copy of the academic history too (art. 31.6 and 34).
Can we keep the records in electronic form only?
The decree allows it if their authenticity, integrity and preservation are guaranteed (art. 35.2), and the Department recommends signed PDFs for official documents. This guide is not legal advice: for a specific case, ask the education inspectorate.
How Auladia does it
Teachers mark in the markbook on the AE, AN, AS and NA scale, and each term’s assessment report reaches families on the same scale. At the end of the year, the head of studies records the teaching team’s decision for each pupil (moving up, repeating or, in Year 4 of ESO, the certificate, with the two-thirds agreement where needed), which the screen already proposes from the final report, and the office or the head of studies generates the class’s official record from the final report: each subject with its level and equivalent, such as “AN · Notable”.
The record asks for the signatures the decree requires: the class tutor in primary and every teacher of the class in ESO, who can sign from their phone’s browser. Then the head approves it, including all signed records at once. Once in force, the record is frozen, with a code and a QR code to verify it, and correcting it means issuing a new version with the reason. The academic history is built from the records in force, never from live marks, and carries the head’s approval. Both download as PDF and are written in Catalan.
The signature is a record of agreement inside Auladia, not a qualified electronic signature; check with the inspectorate whether you need one. The Department’s templates are on the schools’ intranet and are not public: we will adjust the layout with what the first school sends us. It does not yet produce the transfer report, the end-of-primary report, the guidance report, the academic history in Catalan and Spanish or the RALC exchange, and families cannot yet see the academic history in their portal.
Coming nextSources
The rules and official documents this guide cites.
- Decree 175/2022 of 27 September on the organisation of basic education in Catalonia (consolidated text, Catalan): articles 24, 26, 28 to 35 and fourth additional provision Portal Jurídic de Catalunya
- Royal Decree 157/2022 on primary education: articles 25 to 29 (Spanish) BOE
- Royal Decree 217/2022 on compulsory secondary education: articles 30 to 34 (Spanish) BOE
- School organisation and management documents: financial, academic and administrative management (record keeping and RALC, Catalan) Catalan Department of Education and Vocational Training
This guide explains the rules; it is not legal or tax advice. Published on .
Want to see it on screen?
In the demo we show you how Auladia handles it with a made-up school’s data, and what it does not do yet.
Request a demo